TripLog Expense allow organizations and users to record Business, Personal and Vehicle related transactions. Create custom categories, configure custom categories and import bank feeds from supported banks.

Transactions

Transactions are the type of expense that the App of Web entries create. These can be identified by the Expense Category and Business Activity when entered. Creating a new transaction can be performed on the TripLog app using OCR (optical character recognition) to scan or import your receipt and complete some of the data entry for you as well as attach the receipt to the transaction. You can also manually enter the transaction on the app or web without the receipt import. If you are interested in setup please click the [LINK] to jump to the set up section below.

Creating a New Transaction

Clicking on the Add Income/Expense will allow you to open the dialogue to enter your information. There is a walkthrough of entering an expense and using the OCR function on the Driver training Article HERE.

* This is a view from an Admin entry, note that the user name does not show up for your own single user account.

Entry Options:

Required:

Date: Always Required

Amount: Always Required

Category: Always Required

Activity: Will be populated based on the Category. If there is a vehicle related expense there will not be an activity as the expense is counted toward the usage of the vehicle.

Optional: (May be required by your orginization)

Merchant:

Location:Can be added or use an existing location

Tags: Used for reporting, may be a list or free form text

Notes:

Reminder: Used for recurring transactions like vehicle maintenance or annual registration costs.

Attach Receipt: On the app the Receipt can be attached from the device camera or library and supports most photo formats. On the web photo formats and PDF are supported. Other file types may not be supported.

Example Transaction

Web Chart View

Expanded Transaction Web View

Viewing Transactions

Transactions in the expense menu, will be listed by Date and User(teams and enterprise) then include the Category and any other information input with the transaction.

Quick Filters for the TimeFrame, Status, User or Advanced Filters
Select All Records on Page
Checkbox to select the item (used for Multi-edit, Submissions)
Indicator for Attachment (receipt attached to record, may need to be synced to the cloud)
Category Indicator / Selector
Amount

Business Activity

Business Activities will be the primary way to categorize specific business transactions for major categories like Two different business operations. Examples for Premium Users would be Uber vs Doordash or Realtor Business vs Contractor Business. For Entreprise this may be between specific business units or Tags can be utilized for smaller categories

Custom Tags and Fields

The Enterprise version of TripLog offers custom tag options as well as custom fields. this will allow users to further define records associated to different activities to later be reported how the organization needs them. Please see the Custom Fields option in the hep center for more information.

Setting Up Expense Tracking

On the TripLog Web Dashboard Primary User (individual) or Primary Admin (Teams and Enterprise) can configure some options on how Transactions are captured.

Customization

Options available to enable on the Customization page

Enable Expenses / Transactions
- Expenses can be captured on the App through Manual Entry or on the Web through Manual Entry or Bank Feed Integrations.
Enable Receipt Capture
- Receipt Capture is an optional setting to allow users to attach Receipts to Transactions and Trips. These can be pulled from the Photo Gallery of the Device or the Camera Live. Receipt entry on the web can support other files but it is not recommended to use varying files types. [How to Capture a Receipt]
Enable Bank Feeds
- Allow users to connect to Bank Feeds to automatically import transactions from supported banks (Finicity Integration) [Bank Feed Article]
Enable Fuel Transactions
- Fuel Transactions can be added through the app with A receipt scan or manual entry. The Receipt scan will attempt to pull the following fields with OCR along with the Receipt capture : Total Cost, Cost Per Unit (Gallon/Liter), Number of Units (Gallon/ Liter) and the Date. You can validate that the values are correct before saving. [How to Capture a Receipt]
- Based on the vehicle entry the Fuel Economy will be calculated between fill ups.
Enable Approval Management (Enterprise Only)
- Spending Limits and Required Receipts can be enabled to limit the type or required information in a transaction to be approved by a supervisor.

Other Available Settings

Expense Categories
- Expense Categories can be setup under Transactions > Categories on the web. These are the options that will be available to users when entering new transactions. There is a preloaded list of categories that you can edit as needed for your own needs. [Jump to Set Up Section]
Tax Groups (optional for Canadian Customers, will display when Country Code is set.) When the Country is set to Canada the Menu option will be come available.

Expense Categories

Expense Categories are provided in a list for the expense/transaction entry to categorize and code the specific transaction with the correct description as well as reporting code. You are free to use the existing Expense Categories preloaded in the account, this is a general list and you are able to add your own or replace them all. You can choose the Hide All Preset option to hide the default categories.

Expense categories do need to have a unique code so if you are trying to create a new one and get an error, there may be a disabled/hidden Category that you can reuse/rename. Hiding the category makes it unavailable in the transaction creation.

Types of Categories

Income: Categories to document income

Vehicle Expense: Vehicle related expenses that should be tied to the vehicle and cost of operating the vehicle.

Business Expense: Expenses related to the purchases or transactions required to document business related expenses or fees

Transfer: Categories for Internal transfers to not duplicate the amounts in reporting

Vehicle Expense Items: Vehicle Expense items will be related to a specific user and vehicle. Vehicle related expenses will not have the Business Activity associated so if they need to be reimbursable transactions the Admin would need to create a similar Business Expense that is not associated to a vehicle. For a single user the vehicle association will relate to the usage of the vehicle and applicable to the tax deductions available.

Spending Limits

Spending Limits are available for Enterprise customers and directly ties into the Approval Management process. We have a video for users on how to submit and how to resolve Spending Limit Errors. [Submitting Expenses]

Configuring a spending limit will apply to the transactions defined by the rule and may overlap with other spending limits. While there may be multiple spending limits the highest severity will need to be resolved for the item to be passed through the process. An example of this may be that a receipt is required for all transactions but no transaction over $100 is allowed so a $150 transaction may require a receipt but cannot be submitted due to the over $100 threshold will not allow it to be submitted.

Spending Limit Options

Adding a Spending Limit Rule

Scope: Required:

Default: Per Transaction

What does the Limit need to measure (Per Transaction, Per Day, Per Week 7 days, Per Month or Per Year)

Category:

Default: Any Category

Associate the Spending Limit to all categories or a specific category

Dept:

Default: None

Associate specific rules to specific Departments, this will allow configurations to be different per group. Departments are configurable in Manage users

Tags:

Default: None

Associate spending limit rules to transactions with specific tags. Tags can be required and configured in a pickable list to ensure the correct usage and triggering of the spending limit.

Bank/Card:

Default: Any

Choosing Yes or No will define if the transaction originated from a Bank Feed. Example Some users may need to have additional information like receipts for Company Cards that are imported with the Bank Feeds.

Threshold:

Amount related to the Spending Limit Rule (amount has to be $1 or higher)

Action: The requirement if the transaction or range meets the spending limit rule.

Require Receipts: An Attachment is present on the transaction (there is no automated validation of quality or content)

Require tags or notes: Either a Tag or note is present (there is no automated validation of quality or content). The item will have a red warning indicator.

Require Valid Expense Category: An import/bank feed may generate a transaction with an invalid or outdated/disabled Category, this rule will check that a valid category is being used.

Cannot be submitted: This action will not allow the user to submit the entry at all

Will Raise a Warning: Indicates that there is something in violation of the rule but will not stop the submission or approval. This can be for users that have high approval levels but it will not stop them form processing the submission or approval. The item will have a yellow caution indicator.

Reference:

Preset Expense Categories List

Category Group	Name	Code
Income	Income	Income
Income	Interest and dividend income	Dividend
Income	Other income	OtherIncome
Income	Product sales	Sales
Income	Reimbursed expenses received	Reimburse
Income	Services provided	Services
Vehicle Expense	Vehicle - Gasoline/diesel/petrol	Gas
Vehicle Expense	Vehicle - Electric Charging	Charging
Vehicle Expense	Vehicle - Oil	Oil
Vehicle Expense	Vehicle - Tires	Tires
Vehicle Expense	Vehicle - Repairs and maintenance	Repairs
Vehicle Expense	Vehicle - Vehicle insurance	Insurance
Vehicle Expense	Vehicle - Registration/license fees	Registration
Vehicle Expense	Vehicle - Garage rent	Garage
Vehicle Expense	Vehicle - Lease/rental fees	Lease
Vehicle Expense	Vehicle - Property taxes	Taxes
Vehicle Expense	Vehicle - Interest on vehicle	Interest
Vehicle Expense	Vehicle - Other expenses	Other
Business Expense	Accounting / tax preparation	Accounting
Business Expense	Advertising	Advertising
Business Expense	Bank fees	BankFees
Business Expense	Business loan	Loan
Business Expense	Business use of your home	BusinessHome
Business Expense	Charitable donations	Donations
Business Expense	Commissions and fees	Commissions
Business Expense	Computer hardware	Hardware
Business Expense	Computer internet services	Internet
Business Expense	Computer software	Software
Business Expense	Contract labor	Contractors
Business Expense	Cost of goods sold	CostOfGoods
Business Expense	Credit and collection fees	Collection
Business Expense	Customer returns	Returns
Business Expense	Depletion	Depletion
Business Expense	Depreciation	Depreciation
Business Expense	Dues / subscriptions	Dues
Business Expense	Employee benefit programs	EmpBenefit
Business Expense	Equipment / materials	Equipment
Business Expense	Gifts	Gifts
Business Expense	Health insurance	Health
Business Expense	Insurance (other than health)	InsuranceBiz
Business Expense	Interest - Mortgage (paid to banks, etc.)	InterestMort
Business Expense	Interest - Other	InterestOther
Business Expense	Legal and professional services	LegalProf
Business Expense	Meal - Breakfast	Meal-Breakfast
Business Expense	Meals and entertainment	Meals
Business Expense	Mileage	Mileage
Business Expense	Office expense	Office
Business Expense	Other business expenses	OtherBiz
Business Expense	Payroll taxes	PayrollTaxes
Business Expense	Pension and profit-sharing plans	Pension
Business Expense	Rent or lease - Other business property	RentOther
Business Expense	Rent or lease - Vehicles, machinery, and equipment	RentEquipment
Business Expense	Repairs and maintenance	RepairsBiz
Business Expense	Shipping / delivery	Shipping
Business Expense	Startup costs	Startup
Business Expense	Supplies	Supplies
Business Expense	Taxes and licenses	TaxesLicenses
Business Expense	Telephone	Phone
Business Expense	Training / education	Training
Business Expense	Travel - Baggage and shipping	TravelBaggage
Business Expense	Travel - Lodging	TravelLodging
Business Expense	Travel - Misc	TravelMisc
Business Expense	Travel - Transportation	Transportation
Business Expense	Uniforms	Uniforms
Business Expense	Utilities	Utilities
Business Expense	Vendor fees	VendorFees
Business Expense	Wages	Wages
Transfer	Assets	Assets
Transfer	Bank transfer	BankTransfer
Transfer	Credit card payment	CreditCard
Transfer	Other non-business	OtherNonBiz
Transfer	Owner equity	Equity
Transfer	Owner investment / drawings	InvestWithdraw

Expense Submission