🌐 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 participants to an expense:
Yokoy company user: Yokoy user from your company. These participants have a black color.
Yokoy organization user: Yokoy user from a different company but from the same organization. These participants have a dark gray color.
External participant: a third party from another organization. These participants have a light grey 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.
🚧 Caution
Once created, external participants cannot be edited. If changes are needed, the participant must be removed and added again.
Additionally, multiple external participants must not use the same email address, as Yokoy uses the email as a unique identifier for participant records.
Import participants from a calendar
🏢 Professional and Enterprise plan
This feature is only for customers with Professional and Enterprise plans.
You can choose to import expense details from your work calendar by clicking Import calendar participants. You can select events from your calendars and import event participants as expense participants and, if required, copy the event title for expense business purposes.
🚧 Caution
Your Yokoy admin must have enabled this feature for your company and you must connect your Google account in your user profile. Otherwise, you don’t see the import participants button.
To choose which event to associate with the expense:
Select the calendar and the date.
From the list of events found for the calendar and date, choose the relevant event that contains the participants.
Click Review import.
The popup window displays the details of the people invited to the event and whether they have accepted the invitation (accepted, declined or no response).
You can choose to import the event name as the expense description by selecting Use event name as description.
If you have invited external participants, you must complete any required information such as First name and Last name and Company. If you have invited someone from your company or another company in Yokoy, Yokoy displays the user’s name.
Once all required data is entered, click Finish import. All imported participants are added to the expense.
