Main Features

Expense Management CueGroups

After installing Expense Management, two new roles become available in My Settings for users with the appropriate permissions: • Continia Expense Management • Continia Expense Management Limited These roles are designed to streamline daily work by adding dedicated Continia Expense Management Activities cue groups directly to the role center.

The Expense Management cue groups improve efficiency and visibility by providing:

• Expense document cues that give instant access to newly submitted expenses, mileages, per diems, and expense reports, helping users act quickly and avoid delays.
• Activity cues that surface important operational tasks, such as bank transactions, purchase contract reviews, and synchronization between Business Central and the Expense Management Mobile App and Web Portal, so users always know what needs attention.

Expense Mobile App and Expense Portal

Some user categories do not need access to settings and configurations, but only need to submit and/or approve expenses. For these users, Expense Management includes:

• The Expense Mobile App for collecting and scanning receipts and invoices, creating and submitting a range of expense types.
• The web-based Expense Portal for users to approve expenses submitted by other users, and also to create and submit their own expenses.

In this course, the module, Set up users in Expense Management covers setting up the different user categories as groups or individuals, specifying how they are reimbursed, and notifying users with an activation link to start using Expense Management.

Expenses, mileages, per diems

Expense Management supports four main expense document types, each designed to cover common business scenarios and simplify both submission and approval

• Expenses, for everyday costs such as dining, office supplies, or public transport.
• Mileages, for reimbursing users for the use of a vehicle.
• Per diems, for submitting fixed daily allowances during business travel.
• Expense reports,for grouping multiple expense types into a single submission, making it easier for approvers to review costs related to a specific event or project.

In this course, each of these four expense document types is covered in its own dedicated module.

Approval flows

Expense Management's approval feature allows automatic requests for approval of expenses and creates audit trails for approval interactions.

Approvers are set up in a hierarchy, with an approval limit specified for each approver. Any expense submissions above this limit are automatically sent to a senior colleague.

In this course, setting up approver structures and approval limits is covered in the module, Build and approval flow in Expense Management.

Daily administration tasks

Managing the day-to-day use of Expense Management involves a variety of tasks that keep processes smooth and efficient, including:

• Managing and editing approval flows to ensure expenses follow the correct review path.
• Posting approved submissions to the general ledger for accurate accounting.
• Sending reminder emails to users and approvers to keep workflows on track.
• Automating recurring tasks, such as posting, reminders, and synchronization with the Expense Mobile App and Web Portal, to save time and reduce manual work.
• Processing reimbursements efficiently and accurately.
• Customizing fields on the Expense Mobile App to suit business needs.

This course’s Manage Daily Administration Tasks in Expense Management module guides administrators and accountants through these features, helping them streamline workflows and maintain smooth expense operations.

Importing credit card transactions

Automatically importing credit card transactions into Expense Management saves time, reduces manual effort, and increases accuracy for users, approvers, and administrators. Expenses are created faster using imported transaction data, and unmatched transactions can be seamlessly reconciled later—minimizing delays and errors in expense reporting. Below are some of the subjects covered:

• Configuration of which payment types are available to users
• Setting up automatic or manual import of transactions
• Setting up templates for manually importing transaction
• Linking specific credit cards to users
• Mapping the format of currency and country or region codes from banks to Business Central

In this course, Import credit card transactions directly into Expense Management take you through set up, configuration and mapping rules for automating expenses.