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
Tags
Tags are universal to TripLog to categorize transactions and other records that are able to be filtered in the reporting and are available in most filters through TripLog.
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 |