Customizable Expense Management System

Overview

The Expense Approval Pro is a comprehensive expense management software system, that streamlines and automates the workflows associated with creating, approving and controlling expense claims.

Approval Workflow

The Expense Approval Pro workflow contains four states: Draft, Pending Approval, Approved and Rejected.
Please see below step by step guide to completing the approval process.



1. A user creates a new approval request.
2. The user submits the request for approval ("Send to approve" button).
3. Before request is approved by an approver, the user can make changes to the request form.
4. The approver(s) receives an email notification of the request.
5. The approver(s) approves or declines the approval request.
6. The user receives an email notification of request status (approved or rejected).
7. If the approver(s) approves the request, the process is completed.
8. If the approver(s) rejects the request, the user must edit and resubmit the request, until the approver(s) gives final approval.

Integrations

When you enable integration module, requests are automatically exported to native SharePoint list, enabling to leverage the full potential of SharePoint. Sharepoint list can be integrated with many systems by using Microsoft Flow, used as data source for Power BI (reporting services) or displayed on different site via Web Part. Click here for more information.

integrations

Actions available to system users

Actions available to regular employees: 
• Submit new requests
• View and print own requests
• Edit own requests (except requests in Approved status)
• Approve or reject requests waiting for approval (if employee was chosen as approver)*

Actions available to managers:
All actions of regular employees plus:
• Create own request template (via My Request Templates)
• Access to all requests created from own request templates (via My Requests Reports
• Edit approved requests (created from own request templates)
• Grant permission to own requst templates for other managers 

Actions available to administrators:
All actions of regular employees plus:
• Access to all requests and approval templates
• Edit all approved requests 
• Customize system settings
• Define request categories
• Assign user roles

* - depends on system settings

Quick steps to start using Expense Approval Pro

As Administrator:
1. Configure display settings (section Administration->Settings)
2. Assign user roles: Manager and Administrator (section Administration->User Roles ). There is no need to assign regular User role, because this role is given by default -every user with access to the Sharepoint parent site (where the app is installed) also has access to this app as regular user.
3. Create or edit request categories (section Administration->Request Categories)
4. Create or edit request templates (section Administration->Request Templates)
General Info tab 
Custom form fields tab 
Custom spreadsheet fields tab 
Subtotals formula tab 

As Regular User:
1. Click "Create new" tile on the main page and submit request.

If you need help with configuration, please watch video guide

Support

If you have any question or issues, please email us at apps@ivero.net

Please read the Technical Troubleshooting FAQ before sending email with an technical question.