How to use Soldo’s expense management features?

What is expense management?
Expense management is a sub-category of spend ​management, focused on tracking and controlling employee spending.​

What can I do with Soldo expense management features?
Using Soldo you can:

• Review, track, and approve all business expenses, even for out-of-pocket purchases.
• Auto-tag expenses with custom categories and classify any transaction as either company or personal expenses.
• Split a single transaction into multiple transactions to attribute the correct amounts to the correct employees.
• Get a reimbursement report outlining funds that need to be reimbursed to employees and any amounts exceeding your spending policy limits.
• Download official PDF documents where you can add spender and approver signatures.

Who can use these features?
Any employee with access to your company's Soldo account can use the expense management features according to their user role.

How can I review, track, and approve all business expenses?
See How do I set up the expense review feature? section for detailed instructions.

How can I add out-of-pocket expenses?
To add an out-of-pocket expense:

1. Go to the Users section within the platform.
2. Click on Transactions and then Add transaction in the top-right corner.
3. Fill in the transaction details (amount, date, time, merchant, and other required information),  add the expense receipt, and confirm.
4. Your out-of-pocket expense will now be visible in the list of all your transactions.

How do I create expense categories?
If you’re a Super Admin or an Admin, follow these steps to create expense categories:

1. Go to the Configure section.
2. Click on Accounting classification and then Expense category at the top of the page.
3. Review existing expense categories or click on Add item to add new ones.
4. If you've never added an expense category, click Add item in the top-right corner.
5. Fill in the general info (code, VAT, and category name) then click Next.
6. Set rules based on MCCs to auto-assign your expense category to specific transactions. Click Next.
7. Take a moment to review your settings, then click Confirm.

Your expense categories will now automatically tag and categorise your transactions.

Please note: if your Soldo account has an integration, manage expense categories under Integrations > Marketplace > Settings > Accounting.

What are expense policy allowances?
Expense policy allowances let you to set rules for how much company money employees can spend in specific scenarios – and easily check whether these rules are being adhered to.

You can:

• Set spending limits for different categories such as meals out, travel, or accommodation.
• Restrict spending amount per transaction, per day, or overnight.
• Get reports to highlight any expenses that exceed these allowances.

How do I set up a spending policy profile?
If you’re a Super Admin or an Admin, follow these steps to set up a spending policy profile:

1. Go to the Configure section.
2. Click on Expense policies and then Create an expense policy.
3. Fill in general info (title and description) of the profile, add your company expense policy then click Next.
4. Set maximum spending amounts for each expense category, click Next.
5. Add users and attribute policy profile limits to them, then click Next.
6. Take a moment to review your settings, then click Confirm.

Your spending policy profile will now automatically intercept, highlight, and report all your out-of-policy transactions.

How can I split a single transaction?
To split a single transaction:

1. Go to the Users section.
2. Click on Transactions and select the transaction that you want to split.
3. Transaction details will appear on the right-hand side.
4. Scroll down until you see Split transaction and create a line for each user that you want to attribute part of the expense to.
5. Fill in the user names and the amounts for each employee, then click Save.

Read here for more about splitting transactions. The spilt details will appear in the transaction details and related reports, but employees will not see their part in their transaction list.

What reporting is available for expenses?
Admins or Accountants can:

• Download PDF documents for spender and approver signatures.
• Create user-specific reports once expenses are approved.
• Use the accounting platform report to see the status of each expense.
• Download files in various formats from the Reports section.

Where can I see employee expense reports from previous months?
All employee expense reports are stored in the Expenses > Expense report section on the left-side menu. You can download each employee’s expense report any time.

Are expense management capabilities available in all markets?
Yes, these features are available in all the markets we operate in.