The content of this article applies to both our mobile app and our web app.
Step 1: Create an expense report
In the Yokoy mobile app and the Yokoy web app, you can create expense reports for expenses paid with a company card.
In the mobile app:
Open the Yokoy mobile app and and select the blue "+" symbol in the lower right corner.
Then, determine how you'd like to create the expense report. This can either be done by taking a picture with the photo-icon, with a file upload with the paperclip-icon, or as an expense report without receipt with the note-icon.
In the web app:
Open the Yokoy web app and determine how you'd like to create the expense report. This can either be done with a file upload with the paperclip-icon, or as an expense report without receipt with the note-icon. You can find both of these icons either on the top of your screen in the My tasks menu, or on the left taskbar.
Step 2: Enter and validate the expense information
The next step is to enter and validate all the expense information. Pay attention to the following fields:
Note: The fields marked with an asterisk indicate required information, and if left empty you will not be able to submit the expense report.
Business purpose / description*: By default, the vendor name
Expense country*: The country where the expense was incurred
Receipt currency*: The local currency in which the expense was paid
Total amount*: The full amount as shown on the receipt
Additional charges: If you need to add an additional charge, such as a tip, please check out this article
Expense payment date*: The date on which the expense was incurred
Payment method*: For a company card expense, select the payment method Company card
Company card*: Specify which card the transaction occurred on
Number of participants*: By default, 1, however if the receipt covers the expenses of multiple people, such as for a business lunch, you can adjust the number of participants accordingly
Category*: The category this expense falls in to
Cost objects*: The cost object this expense belongs in
Additional categories: If your company has configured additional categories for you to classify your expense in, you can select them here
Trip: If the expense is part of a business trip, you can add it to an existing trip report with the Add to trip field
Add supporting documents: Add additional documents if necessary
Comment: Include a comment if necessary
Step 3: Delete, save or submit the expense report
After you have filled out all required information you have three options how to proceed:
Click on Delete if you would like to delete the entire expense report
Click on Save if you want to save the expense report and come back at a later time to finalize it
Click on Submit if you want to submit the expense report
You can find your submitted expenses in Submitter / Single expenses menu. Until exported, you can at any time recall the expense report, change it and resubmit it.
Your company card expense will also automatically match with the corresponding transaction after submission. You can check transaction matches in the Submitter / Card transactions tab or in the Submitter / Single expenses tab.
You can find more information about how to match your card expense report with the corresponding card transaction in this article, as well as instructions on how to resolve incorrect matches here.
Now, you can successfully submit company card expense reports!