Simplify expense management with a mobile app that handles expense claims and stores data in the Microsoft Common Data Service. Manage claims in Dynamics 365, or using any model-driven app. Built on the Power Platform, Total Expenses connects with hundreds of other services and data sources including Office 365.
Quickly track expenses in real-time for any predefined type, and upload supporting receipts
Includes mileage calculations, validation controls and approval routing for accurate and efficient claims handling
Reduce time spent by securely managing claims in Dynamics 365 using inbuilt forms, views and dashboards
Total Expenses Guide
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Timely, Accurate Expense Claims
Use the mobile app to check pending expenses claims. These are listed with the appropriate approved or unapproved status. A history of previously approved claims is also shown.
Users can create a new claim, edit or delete an unsubmitted claim, and filter claims.
Within each claim, users will enter their expenses for any pre-defined expense types, such as personal / company car, taxi costs or hotel expenses. Using the app, users are able to snap a photo and attach a receipt for each expense. Once complete, the claim can be submitted and automatically routed to the correct person for approval.
Users also have an option to quickly create a new expense and upload a receipt. Quick expenses are managed within the app home page and can subsequently be moved to a new claim.
Accurate Mileage Expenses
Route functionality automatically calculates the distance and amount due between two postcodes taking into consideration the type of vehicle used and predefined company mileage rates.
Expense Validation Rules
The base build of this app includes a series of validations to enforce your expense claim rules. These can be adapted and extended to fit specific requirements.
Standard validations will cover scenarios to:
- Prevent expense claims being submitted and alert users if these contain no expenses.
- Alert the user if an expense date is set in the future but allow the expense to be created and submitted.
- Prompt users to add comments if a receipt is not added to support an expense claim.
- Notify users if an expense item exceeds a pre-defined limit but allow the user to create and submit this expense.
- Prevent claim approvals with a zero amount.
An approving user will be defined for each app user. Approvers can review a list of submitted claims through the mobile app, or in Dynamics 365 model-driven apps where the expenses app is embedded.
Within a single record in Dynamics 365, approvers are able to browse each expense item and receipt to receive each claim.
Through an approvals sections, users are able to:
- Approve or reject claims
- Overwrite submitted amounts
- Filter and sort claims
Once processed, confirmation of each approved and rejected claim will be automatically communicated through emails or push notifications. If a claim is rejected, finance teams are prompted to add a reason.
With all data stored in the Common Data Service, expenses can be instantly reported and analysed using Power BI, Dynamics 365 dashboards, or through any other connected service.