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Reminders help employees stay on top of their transactions by sending automated emails for any missing details. This helps employees complete their transactions on time without you having to chase them individually.
You can set up Transaction rules to specify the required details for each transaction. If an employee hasn’t provided all the necessary information, the transaction remains incomplete, and they’ll continue to receive reminders until they update it. Employees can easily check what’s missing by viewing their transactions, helping them complete their expenses before your monthly accounting deadline.
When you've set up Reminders, we’ll send two emails about incomplete transactions: one before the deadline and one on the deadline day. If the transaction was made using a company card, these emails will be sent to all users assigned to that card. You can configure when the pre-deadline and deadline-day reminders are sent and exempt specific users from receiving Reminders.
How to set up Reminders
Note: You'll need to log in as a Super admin or Admin to set up the Reminders.
- From the left-side menu, select Configure > Reminders.
- Select the toggle to enable Reminders.
- Select Customise.
- In the Transaction rules section, decide what information should be mandatory for every transaction. A transaction is only considered complete when employees have added everything you select here.
You can choose from:
- Attachments – e.g., a receipt or invoice.
- Notes – a description of the transaction.
- Expense category – require an expense category to be selected for every transaction.
- VAT rate – employees will need to add a VAT rate to every transaction.
- Lists – employees will need to add at least one of the lists you select in the dropdown for every transaction.
Note: Only lists visible to all users with the Employee role can be selected. - Fuel – employees need to add specific information to every fuel transaction such as vehicle, fuel type, fuel quantity, unit price, and distance. You can decide which of these should be added by selecting the checkbox next to each item in the menu.
- From the Email reminders section, decide when you want the Deadline email reminder to be sent.
You can choose from:
- First specific day of the month (e.g., first Monday of every month).
- Specific date of the month (e.g., 28th of every month).
- Recurring weekly on a specific day (e.g., every Thursday).
- Decide when you want the Pre-deadline email reminder to be sent.
You can choose from:
- Specific day before the deadline (e.g., the Friday before the deadline).
- Recurring weekly on a specific day before the deadline (e.g., every Sunday before the deadline).
- You can optionally exempt specific users from reminders by selecting them from the dropdown menu.
- Select Save.
Effect of rule changes
Any changes you make will apply to transactions made since the beginning of the current calendar month.
How to disable Reminders
You can use the toggle to disable Reminders at any time. This will immediately stop any email reminders from being sent to employees with incomplete transactions.
Show images
Reminders help employees stay on top of their transactions by sending automated emails for any missing details. This helps employees complete their transactions on time without you having to chase them individually.
You can set up Transaction rules to specify the required details for each transaction. If an employee hasn’t provided all the necessary information, the transaction remains incomplete, and they’ll continue to receive reminders until they update it. Employees can easily check what’s missing by viewing their transactions, helping them complete their expenses before your monthly accounting deadline.
When you've set up Reminders, we’ll send two emails about incomplete transactions: one before the deadline and one on the deadline day. If the transaction was made using a company card, these emails will be sent to all users assigned to that card. You can configure when the pre-deadline and deadline-day reminders are sent and exempt specific users from receiving Reminders.
How to set up Reminders
Note: You'll need to log in as a Super admin or Admin to set up the Reminders.
- From the left-side menu, select Configure > Reminders.
- Select the toggle to enable Reminders.
- Select Customise.
- In the Transaction rules section, decide what information should be mandatory for every transaction. A transaction is only considered complete when employees have added everything you select here.
- Attachments – e.g., a receipt or invoice.
- Notes – a description of the transaction.
- Expense category – require an expense category to be selected for every transaction.
- VAT rate – employees will need to add a VAT rate to every transaction.
- Lists – employees will need to add at least one of the lists you select in the dropdown for every transaction.
Note: Only lists visible to all users with the Employee role can be selected. - Fuel – employees need to add specific information to every fuel transaction such as vehicle, fuel type, fuel quantity, unit price, and distance. You can decide which of these should be added by selecting the checkbox next to each item in the menu.
- From the Email reminders section, decide when you want the Deadline email reminder to be sent.
- First specific day of the month (e.g., first Monday of every month).
- Specific date of the month (e.g., 28th of every month).
- Recurring weekly on a specific day (e.g., every Thursday).
- Decide when you want the Pre-deadline email reminder to be sent.
- Specific day before the deadline (e.g., the Friday before the deadline).
- Recurring weekly on a specific day before the deadline (e.g., every Sunday before the deadline).
- You can optionally exempt specific users from reminders by selecting them from the dropdown menu.
- Select Save.
Effect of rule changes
Any changes you make will apply to transactions made since the beginning of the current calendar month.
How to disable Reminders
You can use the toggle to disable Reminders at any time. This will immediately stop any email reminders from being sent to employees with incomplete transactions.