Create a new organisation (Topal)

This guide provides step-by-step instructions for fiduciary companies to create a new organisation in Expensly that works with Topal, ensuring a seamless setup for managing expenses.

Mike Schälchli
15 steps
3 minutes

Expensly

Topal

Set up the organisation

Open <https://www.web.expensly.ch>

Click the round avatar button in the top right.

Select "Neue Organisation anlegen" (Create new organisation)

Enter the name of your new organisation

Click "Weiter" (Next)

Add members

Add all members of the organisation. The first member is the organisation lead, who also has to enter the credit card for payment.

Enter the e-mail address

Click "Hinzufügen" (Add) to enter more members

Choose the user type: Administrator, Teamleiter (team lead) or Mitarbeiter (employee)

Click "Weiter" (Next)

Configure the bookkeeping

In the next step you define what the bookkeeping is called in Expensly and how VAT is accounted for. - **Name:** Free choice. With several clients, the company name is recommended so the bookkeeping is clearly identifiable in the organisation selector. - **Accounting software:** The software Expensly transfers the receipts to. In this flow, Topal. - **Colour:** Identifying colour of the bookkeeping. It only serves visual distinction, but with many clients it is the quickest orientation. - **VAT accounting:** Determines whether Expensly records input tax per receipt. **When "Saldo/Pauschal/Keine" (net tax rate / flat rate / none)?** If the company accounts with net tax rates or flat rates, or is not subject to VAT. With these methods, input tax is not reclaimed per receipt but settled at a flat rate via the industry rate. Expensly therefore skips recording tax rates: the corresponding setup step is omitted and the "Steuersätze" (Tax rates) tab is hidden in the bookkeeping settings. **When "Effektiv" (effective)?** If the company accounts effectively, i.e. claims input tax per receipt. Expensly then adds an extra setup step for tax rates, and the tab of the same name remains available in the bookkeeping settings. If in doubt, the company's VAT return provides the answer: the accounting method is agreed with the Swiss Federal Tax Administration (ESTV) and cannot be chosen freely.

Enter the name of the bookkeeping here. Choose the accounting software, the colour and the VAT accounting method.

Then click "Weiter" (Next)

In the next step you define which account the expenses are posted through and whether employees get their money back. **Debit account** The debit account is the contra account of every exported entry. Expensly creates one pair of entries per expense receipt: one line on the expense account, the contra line on the debit account. If reimbursement is active, the same account also serves as the collective account for employee payables. Choose it according to your chart of accounts. **Expense reimbursement** - **Off:** Employees pay their expenses with a company card. The charge goes directly through the company account, no repayment is needed. - **On:** Employees pay privately and the company reimburses the costs. **How reimbursement works in Topal** In Topal, reimbursement runs via an additional export file. If reimbursement is active, the export menu of the expense report shows the additional entry "Topal Rückerstattungen" (Topal reimbursements). It generates an XML file with one payable invoice per employee, posted through the configured collective account. Import this file into Topal and then trigger the payout there via the payment run.

Choose an account from which the expenses are debited. Choose whether you want to reimburse expenses to employees.

Link the booking accounts to the account numbers in Topal. In the Expensly app the account name is shown as the expense type. The booking category is the icon for the category. The account type can be "Investition" (investment), "Material" (material) or "Umsatz" (revenue).

With effective VAT accounting, you also check the tax rates in the next step.

Check that the VAT matches Topal and is correct. The organisation is then created with a click on "Organisation anlegen" (Create organisation). Team members receive an e-mail and can log in.

Create a new organisation (Topal)

This guide provides step-by-step instructions for fiduciary companies to create a new organisation in Expensly that works with Topal, ensuring a seamless setup for managing expenses.

Mike Schälchli
15 steps
3 minutes

Expensly

Topal

Set up the organisation

Open <https://www.web.expensly.ch>

Click the round avatar button in the top right.

Select "Neue Organisation anlegen" (Create new organisation)

Enter the name of your new organisation

Click "Weiter" (Next)

Add members

Add all members of the organisation. The first member is the organisation lead, who also has to enter the credit card for payment.

Enter the e-mail address

Click "Hinzufügen" (Add) to enter more members

Choose the user type: Administrator, Teamleiter (team lead) or Mitarbeiter (employee)

Click "Weiter" (Next)

Configure the bookkeeping

Enter the name of the bookkeeping here. Choose the accounting software, the colour and the VAT accounting method.

Then click "Weiter" (Next)

Choose an account from which the expenses are debited. Choose whether you want to reimburse expenses to employees.

With effective VAT accounting, you also check the tax rates in the next step.

Check that the VAT matches Topal and is correct. The organisation is then created with a click on "Organisation anlegen" (Create organisation). Team members receive an e-mail and can log in.