Expense Management
Use Business Central to Connect Receipts with Cash and Credit Card Transactions
Keep track of employee expenditures in and away from the office in real-time. This solution provides easier-than-ever registration and approval of business-related expenses and travel activities using Business Central, a unique Expense app, and a Web Portal.
Hassle-Free Expense Handling
Working in finance, e.g., as a bookkeeper, you want a complete, real-time overview of company expenses - sometimes even before everything is approved. Maybe you are familiar with the situation at the end of the month where employees drop off a pile of receipts for you to register manually. The essential functionality in Expense Management ensures that all employee transactions are automatically imported into Business Central, providing you with a complete overview of employee spending.
As an expense user, you can submit your expenses in the unique Continia Expense App or via the browser-based Continia Expense Portal. Just take a picture of your receipt or forward an email, fill out the required fields (only details that aren’t automatically captured from the credit card transaction), and send it directly for approval. You register the purchase instantly and handle your expense reporting simultaneously - no more keeping track of old receipts.
As an approver, you get a daily overview of all expenses and instant insight into all employee spending. Furthermore, you can forward documents and redirect approvals upon being out of the office for a period.
Match Credit Card Transactions with Expenses Automatically
Seamless integration with major credit card providers makes it easy to import credit card transactions, reconcile them automatically with expenses and follow up on missing documentation. Registered credit card transactions are matched with reported expenses. If a receipt is missing for a transaction, the system automatically creates an expense and sends it off to the correct expense user.
The expense will appear in the user's mobile app with a reminder to submit the missing documentation. As soon as the expenditure has been reported, it is sent automatically to Business Central.
Create Mileages
The mileage functionality makes it easy to register and submit mileage expenses, either in the mobile app or in the browser-based Expense Portal. The smooth integration of Google Maps ensures that users always get the correct route calculation and are reimbursed accordingly based on rates you control in Business Central.
Adding to the user-friendly overview, the app displays an image of the chosen route. This image can also be viewed in Business Central, along with all other relevant mileage details. For regular routes, expense users can easily create templates for these to save time on manual typing.
Create per Diem
Per diem, or daily calculation of allowances for accommodation and meals, is an integrated part of Expense Management. The feature includes special country requirements and allows users to send in reports directly from the mobile app or from the Expense Portal, by specifying travel period, accommodation, and meals per day. Reimbursement rates, posting account, and rules are all configured in Business Central.
Feature Overview
Essential
Basic functionality to handle expenses. You need to add the number of Expense Users.
Basic functionality
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Available in the Expense App, Expense Portal, Web Approval Portal and Business Central
Allows users to submit and approve expenses.
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Expense App for iOS and Android
Through the Continia Expense App, you can submit your expenses on the go in just a few steps: Take a picture, fill out the required fields, send for approval.
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Notifications in the Expense App
When a new expense or settlement has been created, a pop-up notification is sent to the expense users smartphone upon change of status.
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Continia Expense Portal
Just like the Expense app for mobile devices, users also have access to the Continia Expense Portal. Expense Users can decide to submit their expenses from the Expense app on their smartphone, or from the Continia Expense Portal from a PC or a tablet.
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Continia Web Approval Portal
As an approver with no direct access to Continia Expense Management, you can get access to approve expenses through the Continia Web Approval Portal. The only requirement is internet access. Please note: Access to Continia Web Approval Portal requires a Team Member for Microsoft Business Central as a minimum.
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Approval workflow
Set up an approval flow directly in Expense Management. As an approver, you can see all information on the expense including the attached receipt. In the approval flow, you can accept, reject, put on hold, or forward to another approver. Add comments and attachments too.
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Edit approved documents in Business Central
Allowing selected users to edit documents that have already been approved. Everything but the amount can be changed. Edited documents are stamped with the specific user name.
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Business vendor posting
Add business vendor posting on an expense. This is relevant when using a corporate credit card with a vendor that is already in the system and you want the transaction to show in the vendor ledger entry.
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Create reports
With reports, you can group different types of documents such as expenses, mileage and per diem either for a specific trip, project or period. A report provides an overview for the expense user. The approver can view all documents and approve all simultaneously instead of approving a single document at the time.
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Pre-approval of reports
Report amounts can be pre-approved, which enables expense users to book trips, hotels, etc., knowing that their bookings will be approved. This is often a requirement for large and public companies.
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Attach a photo of a receipt
Attach an unlimited number of photos to an expense.
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Attach a PDF document to an expense
You can add a PDF document to both new and existing expenses
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Configurable fields
All configuration of fields showed in the app is managed directly from Business Central.
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Automatic archive
Retrieve the original documents using the standard Navigate-function in Business Central.
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Create templates
Provides the possibility to create templates for recurring expenses.
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Visible VAT amount
VAT amounts are shown on the detailed expenses page.
Credit Card Transactions
Credit card related transactions are imported into Dynamics Business Central.
Additional functionality
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Credit card integration
You can import corporate credit card transactions automatically into Business Central. Expense Management will link transactions with registered expenses. You will receive a notification directly in the App.
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Automatic matching
You can set up matching criteria in Business Central to match imported credit card transactions with submitted expenses.
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Transaction information used for expenses
The system will use information from the credit card transaction to generate an expense. As an expense user, you only need to provide additional information if required, and attach a receipt before you submit.
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Reminders
Reminders will be sent to expense users if receipts are missing.
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Credit card agreeement activation flow
A wizard inside Business Central can be accessed through Request activation of agreement, which enables Continia to obtain the agreement number and start the transaction flow for the customer.
Mileage
Includes the functionality for travelers for handling mileage expenses on the go.
Additional functionality
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Available in the Expense App, Expense Portal, Web Approval Portal and Businss Central
Allows users to register and approve mileages.
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Notifications in the Expense App
When a new mileage has been created, a pop-up notification shows up in the expense user’s smartphone upon any change of status.
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Submit mileages from a smartphone or the Expense Portal
You can submit mileage registrations directly from the Expense App on an iPhone or Android phone. You can also submit mileage from the Expense Portal.
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Mileage registration with Google Maps integration
The integration with Google Maps provides a correct registration every time, ensuring correct reimbursement.
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Add via point to mileage
Provides the possibility to add via points to your route
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View of mileage route in Business Central
The registered mileage details are presented directly in Business Central, including a picture of the route.
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Capture location
GPS location is captured to ease the creation of mileages
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Create template
Create templates for recurring routes.
Per Diem
Per diem is a daily amount to cover meal and lodging expenses for a traveling employee.
Additional functionality
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Available in the Expense App, Expense Portal, Web Approval Portal and in BC
Easy to submit and approve Per Diem directly from the Expense App on iOS or Android mobile devices. You can also submit and approve Per Diem from the Expense Portal.
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Notifications in the Expense App
When a new Per Diem has been created, a pop-up notification is sent to the expense user’s smartphone upon any change of status.
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Calculate the number of travel days and meals
Calculate the spending on the number of days and meals, including special country requirements.
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Rate setup and amount calculation
Handle everything that relates to Per Diem, including rate setup and amount calculation, directly in Business Central.
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Support for multiple country rates
By enabling multiple destinations across borders in the Expense Management setup, expense users can create a Per Diem trip with multiple country rates. and with multiple rates.
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Daily allowance
You can submit Per Diem directly from the Expense App on iOS or Android mobile devices. You can also submit Per Diem from the Expense Portal.
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Create templates
You can easily set up rates and specific fields required in Business Central
Trusted by ~15,000 customers
Discover Even More Benefits
Continia Web Approval Portal
With Continia Web Approval Portal, employees can approve expenses and documents even if they have no direct access to Business Central.
Credit Card Matching
Match expense receipts with credit card transactions automatically using Continia Expense Management.
Handle Your Expenses Effectively
Automating the way your company handles expenses is beneficial as it speeds up the reporting and the reimbursement process.
Dive Deeper with a Demo
Welcome to the Expense Management solution demo
Duration 0:28 Minutes
The Expense role center in Business Central
Duration 0:55 Minutes
Presentation of the Expense App
Duration 1:32 Minutes
Create an expense
Duration 4:55 Minutes
Create a mileage
Duration 2:23 Minutes
Create a per diem
Duration 1:32 Minutes
Create a settlement
Duration 1:13 Minutes
History in the Expense App
Duration 0:35 Minutes
Approve documents in Web Approval Portal
Duration 1:07 Minutes
Expense handling inside Business Central
Duration 0:55 Minutes
Configure fields in the Expense App
Duration 1:03 Minutes
Set up different expense types in Business Central
Duration 0:30 Minutes
Corporate Credit Cards
Duration 2:02 Minutes
Documentation
Visit Continia Docs to find all documentation aimed at end-users, developers, and IT professionals.
Version Overview
On-premises customers can benefit from upgrading to newer versions and experience greater value from the latest functionalities, updates, and technical improvements.
User Information
Take a look at our user guides that explain in detail how to carry out various business processes, including installation and configuration and supported credit cards.
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