Install the app and record expenses for clients

Guide for fiduciaries: install the Expensly app, select the client's user and record expenses on their behalf.

Mike Schälchli
26 steps
11 minutes

Go to www.expensly.ch

Scroll to "Lösung" (Solution) and choose the App Store or Google Play Store link

In the App Store, tap Install

In the Google Play Store, tap Install

First sign-in after an invitation: sign in with the temporary password from the email, then enter first name, last name and a new password (min. 12 characters, upper and lower case, number, special character) and tap "Passwort ändern" (Change password).

Expensly loads. On first start the app asks for permission to send push notifications, on the first scan for camera access. Allow both.

**Only with reimbursement:** if your company reimburses expenses through Expensly, the screen "Rückvergütung Zahlungsangaben" (Reimbursement payment details) appears once. Enter your IBAN and address and tap "Speichern" (Save). Without these details no reimbursement can be triggered.

**Only if this message appears:** "Zahlungsdetails aktualisieren" (Update payment details) means the organisation's trial or subscription has expired. The organisation lead must add payment details on web.expensly.ch.

As a fiduciary you first select the client's user whose expenses you record: tap the circle in the top right.

Then tap the "Alle Benutzer" (All users) button

Select the user under whose name the expenses should be recorded. Afterwards the menu shows the user's name instead of "Alle Benutzer". If you tap an expense type without a user, "Bitte wähle zuerst einen Benutzer aus." (Please select a user first) appears.

Under "Ausgabe erfassen" (Record expense) tap the matching expense type.

In the "Beleg erfassen" (Capture receipt) dialog choose "Dokument scannen" (scan with the camera), "Aus Dateien wählen" (choose from files, PDF or image) or "Aus Galerie wählen" (choose from the photo gallery).

Place the receipt on a contrasting surface. The scanner detects it automatically (blue frame) and captures it, otherwise tap the shutter button.

The captured page appears bottom left. Multi-page receipts: scan the next pages, they are combined into one PDF. Tap the checkmark top right to finish.

Check or change the expense type (already preselected). If your company uses references, choose one under "Referenz (Kunde, Ort, etc.)".

Enter a description (required, max. 80 characters) and tap "Weiter" (Next). The message "Transaktion wird analysiert" (Transaction is being analysed) appears while the receipt is read.

Check that date, total amount and tax rate were read correctly.

Amount and currency can be adjusted here

**Only with the effective VAT method:** The tax rate can be adjusted here. The field is hidden if your company uses the net tax rate method (Saldosteuersatz).

**Optional, second tax rate:** Tap "Steuersatz hinzufügen" (Add tax rate) to add a second tax rate (e.g. hotel with breakfast).

**Only with two tax rates:** The second tax rate can be adjusted in the dropdown if needed, at most two tax rates per receipt.

**Only with two tax rates:** Enter the amount for the first tax rate, the second is calculated automatically. The sum must equal the total amount.

To complete the entry, tap the "Erfassen" (Record) button

If everything worked, the message "Transaktion wurde verbucht" (Transaction posted) appears. You can also find your transactions at web.expensly.ch. More on this in the guide "Expensly web login and fiduciary features".