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Submit expense claims with the Basecone app
Submit expense claims with the Basecone app

With the Basecone app, you can easily and quickly submit expense claims and send them to Basecone.

Marianne Feijen avatar
Written by Marianne Feijen
Updated over a week ago

In this article you will find information about:

Not using the Basecone app yet? Download it below. After downloading you can immediately log in with your username, password and office code. If you do not have this information, request it from the person who added you as a user in Basecone.

1. Before you can start submitting expense claims

Before you can start using the expense claim module in the Basecone app, it first has to be activated per user in the webapplication. Please note: there are costs associated with the use of the expense claim module, these are €4.50 (excl. VAT) per month per user.

2. How to activate expense claim module

Login to web application as the superuser or accountant and go to Settings > Users > Actions (edit) > tab Settings. Change the setting from No to Yes (see image below).

3. Settings for first time use in the Basecone app (my details and accounting settings)

Fill in your personal details through Settings > My details. The fields Name and Email address are compulsory. The fields IBAN, Employee ID, Credit card no. are optional. However make sure everything is set up correctly before the first expense claim is sent. Because this data will be sent to Basecone and will be shown on your expense claim. In this way the accountant/controller can see who has sent the expense claim and reimburse you.

In your My accounting settings you can set up you defaults preferences.

  • Tag: choose and set up you default tag

  • Currency: choose and set up you default currency

  • Categories: For each category you can add a ledger account, cost center and project. If you do not have this information, you can request it from your accountant or controller. By setting up these details once, they are automatically sent along with every expense claim. It will save you time!

4. Create a receipt (item)

Go to the Documents tab (bottom of the screen) and press the plus button at the bottom right. You can choose Camera, Gallery or PDF.

  • Camera: there is an option for automated capturing and you can edit the captured photo. Crop, rotate clockwise, or take multiple photos.

  • Gallery: upload a photo already taken from your device or cloud. 📌If you are having trouble accessing your gallery go to your device settings and give access to the Basecone app.

  • PDF: upload a PDF file from your mobile or from one of the cloud services for example GoogleDrive, OneDrive, Dropbox and iCloud for iOS users

Click Done, after you have selected or created a new item and you will automatically enter the screen Item Details. For filing an expense, choose payment method Private payment or Credit card payment (business or private).

  • Expense claim*: choose an existing expense claim or create a new expense claim

  • Currency*: if needed you can change the currency

  • Amount*: fill in the amount incl. VAT

  • Category*: choose the category

  • Date*: fill in the date of the receipt

5. Create a new expense claim

If you want to create a new expense claim, choose one of the payment methods: Private payment or credit card payment (business or private). Then click on the field Expense claim*. With the plus button on the top right you can create a new claim. Type in the name of the new expense claim and click on save. Or you choose an existing expense claim and add the receipt to this folder.

Fill out the rest of the mandatory fields in the item details and click on the save icon. You will be taken to the expense claim overview. Where you will see all the receipts connected to this expense claim.

🚀 New! You can now add a comment to a expense claim report. As long as the claim has not been sent, you can continue to submit receipts and adjust the comment. After submitting, you will find it under sent items > comments

6. Drafts and Sent items

Got to the Documents tab on the bottom of the screen. There you will Drafts and Sent items. To send an expense claim choose Drafts and click on the claim. Click on the kite (bottom left) to send the expense claim to Basecone.

Sent items: all documents sent via the app (email and web application). The following are also displayed there:

  • Name;

  • Value (if we have that information in our system);

  • Status;

  • Date it was delivered to Basecone;

  • Tag.

📌If you have access to multiple companies, you can change company with the button at the top right. The number next to the company name shows that there are documents ready authorisation.

7. Bulk actions

In the Basecone app you can perform bulk actions on all documents that are in Draft. To do this, click on one of the items for longer than 1 second, after which several options will appear:

  • a checkbox will appear for each item, allowing you to select a number of items

  • At the top right of the screen appears the button select all, with this you can select all items in one click

  • At the bottom of the screen you will see a trash can appear on the left, with this you can delete all selected items in one click

  • at the bottom of the screen you will see a kite appear on the right, with this you can send all selected items to Basecone in one click.

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