Managing expense claims in Holvi

In this article we'll go through how to use the expense claim tool.

Table of contents:

1. Expense claim in general

2. File the expenses directly to Holvi

3. Sending an internal expense claim

 

Expense claim in general 

You can use Holvi's Expense Claim function to pay back to people who have made purchases for your group or activity. There's two ways to reimburse an expense in Holvi. You can either file the expenses directly to Holvi OR you can send an external expense claim form to the person who is requesting money. Both actions are available in your Holvi account by clicking the Expense claims tab on the left hand side of the account.

 

File the expenses directly to Holvi

1. Click Expense claims on the left side of your Holvi account

2. Choose File a claim If you want to file expenses directly in the account. 

3. Fill in the subject of the claim

4. Fill in the details of the recipient, to be paid to.

5. Fill in the details of the expenses and add a receipt as an attachment 

6. Save or pay now. Pay the expenses right away or save the expense claim for later approval.

 

 

 

Sending an internal expense claim

For sending a claim to someone else choose:

1. Expense claims.

2. Manage Claimants. Here you see a list of the current expense claimants that can send you expense claims. They have received an email link that gives access to an expense claim form that they can fill and send it your way. You only need the recipient's first name, last name and email address. The receiver can use the same link whenever they need to file expenses. If you want to resend a link you need to deactivate the link first an then re-invite the claimant.

3. To send the form to a new user click here Invite a claimant and fill in the details of the claimant. By clicking invite a claimant after filling in all the details you'll send a link to an expense claim per e-mail to the claimant.

The recipient/claimant fills in the expense claim form by adding the topic, amount, date and description of the expenses, as well as their IBAN. Then they attach the receipts or paid bills/invoices. The same form can have several expenses attached. 

The claimed expenses then arrive to your Holvi account. You can accept or reject the expenses one by one and make the payment out immediately (confirm by SMS code or Holvi App push notification) and update your bookkeeping by marking which expense category the expenses belong to.
 
You can add a short note when you process the form, telling for example why a receipt was rejected. The images and files attached to the expense claim form are saved in your Holvi account for bookkeeping. 

 
 
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