🌐 Web 📱 Mobile | 👤 Submitter, Finance user
For certain expenses such as meals, companies may need to track the employees and guests covered by the expense for multiple reasons:
company policy: check that the expense complies with the set budget per person.
per diem impact: check that employees have deducted the corresponding meal from global per diem amounts for the day.
country requirement: provide a list of participants and company affiliation for all meal expenses (e.g. required in Germany).
Yokoy lets you indicate participants, select the user(s) who were covered by the expense and specifying whether it is a Yokoy user or a third party person. Finance users with edit permissions for expenses can also add participants to the expense, if required.
By default, you are automatically selected as a participant (unless disabled by your Yokoy admin). Similarly, if an assistant creates an expense on your behalf, the registered submitter of the expense is added as the default participant.
Yokoy flags all expenses where you, as expense submitter, are not included as a participant. However, Yokoy admins can choose to disable this warning if required.
As the participants are selected, Yokoy displays an information message giving the cost breakdown per person in the expense currency:
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Participants in the web app | Participants in the mobile app |
Expense participants
You can add three types of participant to an expense:
Yokoy company user: Yokoy user from your company. These participants have a light blue color.
Yokoy organization user: Yokoy user from a different company but from the same organization. These participants have a medium blue color.
External participant: a third party from another organization. These participants have a dark blue color.
No notifications are sent to external participants. The information is collected for your company‘s reporting purposes only.
Adding a Yokoy user to an expense
When creating or reviewing an expense, you specify the corresponding participants in the Participants field.
You can search for other Yokoy users by typing their name in the Participants field. By default, you can only search for users in your same company.
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Yokoy users as participants in web | Yokoy users as participants in mobile |
Employees in other companies in their organization must be created as external participants, unless your Yokoy admin has configured the feature to allow you to search for other users across the organization.
The search list shows the most recent participants, excluding those already selected.
Adding an external participant
To add external participants, click + Add external participant.
Enter the first and last name of the participant, their email address, and the company name.
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External participants in web | External participants in mobile |
By default, you must enter at least the first name of the participant. The other fields may or may not be mandatory depending on your company‘s company settings. This information is stored with the expense for reporting.