Note: Requires either the Premium package or an add-on module. You can always upgrade to Premium or purchase the module under Company → Pricing Plans.
With Salary’s expense feature, you can easily manage employee expenses – completely automatically. Employees can upload receipts and documentation directly from the employee app, and you can then approve them for both reimbursement and bookkeeping in the next payroll run.
With expense management, your employees can submit receipts through the app, making it easier for you to collect all documents for your bookkeeper and reimburse private expenses through payroll.
The employee uploads the receipt from their phone, and you get an overview of all expenses in one place. Once you approve an expense, it is automatically:
Added to the employee’s next payroll
Ready for posting to your accounting system
Note: Expenses are not posted or reimbursed until they have been approved.
In this article you’ll learn:
Enable the Expense Feature
Once you’ve upgraded to the Premium package or purchased the module via Company → Pricing Plans, you need to activate the feature by going to Registrations → Outlays, and enabling Enable expense management.
Approve Expenses from Employees in Salary
All expenses submitted by employees for approval are collected under Registrations → Outlays.
Here, as a manager or bookkeeper, you can easily:
Review and verify expenses
Edit details and attachments
Approve expenses for payroll and bookkeeping
Or send them back to the employee if there are errors or missing info you can’t fix yourself
When you click an expense, you’ll see all the details:
You can view and edit information
Download and review the attached receipt
Approve the expense so it’s included in the next payroll and is booked in the accounting system
If you approve an expense by mistake, approval can easily be revoked – as long as payroll hasn’t been run yet.
Important: Once payroll is processed and the expense has been both reimbursed and posted, it will be archived under Show History.
At that point, it can no longer be edited or reversed.
Guide:
1. Go to the Registrations → Outlays tab. Click on the desired expense to view more details.
2. You can now view all details of the expense and make any necessary edits.
After editing or approving the expense, click Save Changes.
3. Once the expense is approved, it will show as Approved in the overview until it is reimbursed through payroll.
You also have the option to approve expenses directly from the overview.
FAQ
Can I Change Expense Categories and Their Accounting Accounts?
Can I Change Expense Categories and Their Accounting Accounts?
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Yes, in Salary you can choose how different expense categories are posted in your accounting.
You can:
Create your own expense categories to match your company’s needs
Map each category to the appropriate accounting account, so expenses are automatically booked correctly
Guide:
1. Go to Registrations → Outlays, and click on Expense Categories.
2. For existing categories, you can edit or delete them. Click Add Expense Category to create a new one.
3. Fill in the following:
Description: Name of the category
Booking account: Select the account where receipts in this category should be posted
Order: Determines the position of the category in the dropdown list
Click Save Changes.
How Do I Record Expenses Paid with a Company Card to Separate Accounts?
How Do I Record Expenses Paid with a Company Card to Separate Accounts?
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Some companies use company cards linked to separate bank accounts.
To support this, Salary allows you to post expenses as paid from a different account than the company’s primary account (normally used for salary payouts).
By default, expenses are posted via the company’s main account. But now you can assign a specific account per employee.
Guide:
1. Go to Registrations → Outlays, and click on Expense Categories.
2. Scroll down to the Company Card Account per Employee section.
Find the employee(s) whose expenses should be posted to a separate company account, and click the edit icon next to their name.
3. Select the desired accounting account from the dropdown and click Save.
4. Going forward, expenses paid with a company card for that employee will be booked to the selected account.
Can I Set Expenses to Be Automatically Approved?
Can I Set Expenses to Be Automatically Approved?
1. Yes. Go to Registrations → Outlay, and click on Settings.
2. Enable Auto approval for outlay.
You can optionally set a threshold, meaning expenses above this amount will still require manual approval.
Click Save Changes to apply the settings.
How Can I Download a Report of All Booked Expense Receipts?
How Can I Download a Report of All Booked Expense Receipts?
1. Go to Registrations → Outlay, and click on Report.
2. You can choose between two export options:
An accounting report showing all expenses in the selected period
A ZIP file containing both the expense receipts and the corresponding accounting documents
