Who is a Submitter in Yokoy?
Every Yokoy user is a Submitter - meaning you can create new expense claims and view archived expenses.
With the Submitter role, you're able to create expense reports, submit them for approval and recall them in case you want to revise anything. Additionally, if you have a company card, you're in charge of matching the card transactions to the corresponding expense reports.
The approval flow of your expenses following their submission depends on the approval process configured for your company in Yokoy. You will be submitting expenses either to team managers, if your company uses the line manager approval flow, or to cost objects, in the case of a cost object approval flow. Regardless of approval flow, you can check the status of your expense reports in the approval flow at any point.
How does the Submitter menu work?
The Submitter menu is available in both the mobile app, as well as in the web app, and are synced across applications. Please note, however, that the functionalities of the menu do vary slightly between the applications, as certain features are only available in the web app.
Web app
My tasks menu:
Expenses requiring action on your part are found in the My tasks menu.
In the My tasks menu, there are up to three tabs:
Single expenses: Manage individual expense reports
Trip expenses: Manage expenses assigned to trips
Transactions: Match company card transactions with the corresponding expense reports
Submitter menu:
A more comprehensive overview of your expenses and their statuses, as well as other features, can be found in the Submitter menu.
Depending on your company settings, the following sections will be available to you:
Single expenses: Here, you'll find all expenses created by you in Yokoy regardless of their status. You can perform the following actions:
Edit expenses which are currently saved as draft or which require revision
Track already submitted expenses along their approval process
View expenses which have already been paid out
View archived expenses
Trip expenses: Here, you'll find all trip expenses created by you in Yokoy regardless of their status. You can perform the following actions:
Edit trip expenses which are currently saved as draft or which require revision
Track already submitted trip expenses along their approval process
View trip expenses which have already been paid out
View archived trip expenses
Card transactions: Here, you can view, manage, and track your company card transactions. You can perform the following actions:
Check if your company card transactions have been successfully matched with a card expense report submitted by you
Match your card transactions manually in case the automatic matching failed
Analytics: Have your expenses depicted graphically according to their approval process status
Assistance: Manage expenses in assistance of someone else
Mobile app
You can find an overview of your expenses and transactions, as well as other features, in the lower navigation bar of the app.
Depending on your company settings, the following tabs will be available to you:
Expenses: View and manage your open expense reports (My tasks), your submitted expense reports (Submitted) and your trip expense reports (Trips)
Company card: See your unmatched company card transactions (My tasks) and matched ones (Completed)
Payment: See expenses that have been paid out to you
Analytics: Have your expenses depicted graphically according to their approval process status
You can also gain a full overview of your paid out or permanently denied expenses by pressing the three bars in the top left corner of the screen and pressing Archive.