Expense
Expense
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Expense Reimbursement Guide

Learn how to submit, track, and manage expense reimbursement requests.

Submitting a Request

Click + New Request in the navigation bar to start a reimbursement. The form guides you through three steps.

Step 1 — Describe Your Expense

Write a clear description of what the expense was for (e.g., "Team lunch for 5 staff at The Cheesecake Factory on May 10, Q1 ministry review meeting.")

  • Optionally upload a receipt image or PDF — AI will attempt to auto-fill merchant, date, and amount in Step 2.
  • Add a comment for any extra context.
  • Click Continue to proceed.
Step 2 — Expense Details
  • Expense Class — The broad category (e.g., Ministry, Operations).
  • Expense Account — The specific budget line item (sorted by current-year budget, highest first).
  • Payable To — Name on the check; usually your own name.
  • Merchant / Vendor — Where the purchase was made.
  • Transaction Date — Date the transaction occurred.
  • Total Expense (USD) — The actual amount on the receipt.
  • Payment Amount (USD) — The amount to be reimbursed. Defaults to Total Expense; adjust if a different amount should be paid out.
  • Receipt — Upload here; required when the amount meets or exceeds the account receipt threshold.
Step 3 — Review & Submit

Review all details carefully. Click Submit Request to send for processing. You will be redirected to the Dashboard on success.

💡 Tip: Uploading a receipt in Step 1 triggers AI processing that auto-fills merchant, date, and amount in Step 2 — saving you time. You can still edit any field before submitting.

Submitting as a Guest

You do not need an account to submit an expense request. Visit the submission page directly using the link provided by your organization:

Guest Submission Link

Your organization's link looks like:
https://…/submit.html?store_code=yourstore

  • No login required — just open the link and fill in the form.
  • Expense Account is optional for guests; the reviewer will assign one.
  • Budget balances are hidden for guest submissions.
  • Receipt requirement is determined by the minimum threshold in the selected expense class.
What happens after you submit?
  • Your request enters the same review workflow as staff submissions.
  • Because you are not logged in, you cannot track progress on the Dashboard.
  • To track your request, ask your organization for a staff login, or follow up by email.
💡 Tip: Save the guest submission link as a bookmark so you can easily submit future requests without logging in.

Dashboard & Tracking

The Dashboard shows all expense requests you have access to. The four stat cards at the top (Total Requests, Pending Action, Total Submitted, Total Paid) all reflect your current filters.

  • Use the date range picker (From / To) to filter by submission date. Quick presets 7d, 30d, 90d set the range relative to today — click the same preset again to clear it. Affects both the stat cards and the request list.
  • Use the filter tabs to narrow by status: All, Involved, Pending Review, Pending Approval, Pending Payment, Pending Booking.
  • Use the search box to find requests by requester name, expense account, or merchant name.
  • Click any row to open the full request detail page.
Involved shows every request where you played any role — as submitter, reviewer, approver, or bookkeeper. Use it to quickly find requests that are relevant to you without browsing All.

Request Statuses

StatusMeaning
DraftSaved but not yet submitted.
SubmittedSubmitted — awaiting reviewer review.
ReviewedReviewer approved — awaiting board approval (2 approvers required).
ApprovedBoth approvals received — awaiting payment processing.
PaidPayment processed — awaiting QuickBooks entry.
BookedFully processed and recorded in QuickBooks.
RejectedRejected by reviewer with a reason provided.
DeclinedDeclined by one or both approvers.

For Reviewers / Reviewers

Submitted requests appear under the Pending Review filter on the Dashboard.

  1. Click the request to open the detail page.
  2. Review the description, receipts, expense class, and account.
  3. Adjust Payable To, Payment Amount, Expense Class and/or Account if needed. Payment Amount defaults to Total Expense but can be changed to reflect the approved reimbursement amount.
  4. Click Mark as Reviewed to approve and forward to board approvers.
  5. — or — click Reject to return the request. You must provide a reason; the requester is notified automatically.

For Approvers

Two approvals are required before a request can proceed to payment. Reviewed requests appear under Pending Approval.

  1. Click the request to open the detail page.
  2. Review all expense details and receipts.
  3. Click Approve to record your approval.
  4. — or — click Decline and provide a reason.
  5. Once both approvals are recorded, the request moves to Approved status.

For Treasurers

Fully approved requests appear under Pending Payment.

  1. Click the request to open the detail page.
  2. In the Process Payment panel, enter the payment amount, payment date, and check / transfer reference number.
  3. Click Mark as Paid.

Admin: Workflow Permissions

By default, any staff member with the manager or admin role can perform any workflow action. To restrict who can review, approve, process payment, or book, configure email lists in the store settings under store.settings.expense_settings:

KeyWho it controls
workflow_reviewersWho can mark requests as Reviewed and Reject them.
workflow_approversWho can Approve or Decline requests (2 approvals required).
workflow_treasurersWho can process payment (Mark as Paid).
workflow_bookkeepersWho can record the bookkeeping entry (Mark as Booked).
How it works
  • Each key takes an array of email addresses, e.g. ["[email protected]", "[email protected]"]
  • If a list is empty or omitted, no restriction is applied — any manager/admin can act at that stage.
  • If a list is non-empty, only users whose login email appears in the list will see active action buttons for that stage.
  • Configure these in the Store Settings panel (admin only) under Settings → Store AI & Integration Settings.
💡 Tip: A user can appear in multiple lists — e.g. the admin email can be in all four lists to act at every stage.

Admin: Revoking a Request

If an admin spots an issue after a request has been reviewed or approved (but before payment is processed), they can revoke the request and send it back to the beginning of the workflow.

When is Revoke available?
  • Status: Reviewed — a ↩ Revoke & Reset to Submitted button appears in the Reviewer panel.
  • Status: Approved — the same button appears in the Approver Action panel.
  • Status: Paid or Booked — the button is visible but disabled; revoke is not permitted after payment has been processed.
What happens when you revoke?
  1. Admin clicks ↩ Revoke & Reset to Submitted and enters a mandatory reason.
  2. The request status resets to Submitted.
  3. All review and approval records are cleared (reviewer, approvers, timestamps).
  4. The revoke reason is saved as a review comment — visible to the reviewer when they review the request again.
  5. The request re-enters the full workflow: Reviewer → Approval → Payment → Booking.
💡 Tip: The revoke reason is displayed prominently in the Reviewer box, so the reviewer knows exactly what to check or correct before marking it reviewed again.

For Bookkeepers

Paid requests appear under Pending Booking.

  1. Click the request to open the detail page.
  2. In the Bookkeeping panel, optionally correct the check number and enter the QuickBooks transaction ID.
  3. Click Mark as Booked.

QuickBooks Batch Enter

To enter multiple payments into QuickBooks at once using its Batch Enter Transactions feature:

  1. Go to the dashboard and select the Pending Booking tab.
  2. Click 📋 QuickBooks Batch Enter at the bottom of the table.
  3. A popup appears with a tab-delimited preview. The first row is the header (for reference only — do not paste it into QuickBooks).
  4. Use one of the three options:
    • Copy for QB — copies data rows (no header) to clipboard. If all rows share one expense account, one copy covers the batch; if there are multiple accounts, each account appears in its own block with its own Copy for QB button — paste each block into QuickBooks separately.
    • Save as .txt — downloads a .txt file you can open or archive (all accounts, blank line between account groups).
    • Open in new tab — opens the data as plain text in a new browser tab; use the browser's Save As (⌘S) to save to disk.
  5. If some rows are problematic, manually select only the rows you want from the text box and copy them.

Rows are sorted by account number, then check number — so each QuickBooks batch can cover one expense account, with same-check line items grouped together.

The exported columns are: Date · Number · Payee · Amount · Account · Memo · Customer:Job · Class · Billable. Account is formatted as account number · account name (e.g. 64720 · General Mission Expense).

費用報銷使用說明

了解如何提交、追蹤及管理費用報銷申請。

提交申請

點擊導覽列的 ＋ 新申請 按鈕開始新的費用報銷。表單共分三個步驟。

第一步 — 描述費用

清楚描述費用用途（例如：「5月10日與5位同工在The Cheesecake Factory用餐，為第一季度事工回顧會議。」）

  • 可選擇上傳收據圖片或PDF，AI系統將嘗試自動填寫第二步的商家、日期及金額欄位。
  • 可在備註欄新增額外說明。
  • 點擊 繼續 進入下一步。
第二步 — 費用詳情
  • 費用類別 — 費用的大類（如：事工、行政）。
  • 費用科目 — 具體的預算項目（按當年預算由高到低排列）。
  • 支票收款人 — 支票上的姓名，通常為申請人本人。
  • 商家／供應商 — 購買地點或供應商名稱。
  • 交易日期 — 費用發生的日期。
  • 總金額（美元） — 收據上的實際金額。
  • 付款金額（美元） — 實際報銷金額，預設與總金額相同；如報銷金額不同可自行調整。
  • 收據 — 在此上傳；若金額達到或超過帳戶門檻值則為必填。
第三步 — 審核並提交

仔細核對所有資訊後，點擊 提交申請 進行提交。提交成功後將自動跳轉至儀表板。

💡 提示：在第一步上傳收據可啟動AI自動處理功能，自動填寫第二步的商家名稱、日期及金額欄位，節省填表時間。您仍可在提交前修改任何欄位。

訪客提交申請

您無需帳號即可提交費用報銷申請。使用您所在機構提供的專屬連結直接訪問提交頁面：

訪客提交連結

機構連結格式如下：
https://…/submit.html?store_code=yourstore

  • 無需登入，直接開啟連結填寫表單即可。
  • 訪客提交時，費用科目為選填項目，審核員將進行分配。
  • 訪客提交時不顯示預算餘額。
  • 收據要求依所選費用類別中的最低門檻值決定。
提交後會發生什麼？
  • 您的申請將進入與員工申請相同的審核流程。
  • 由於您未登入，無法在儀表板追蹤申請進度。
  • 如需追蹤申請狀態，請向機構申請員工帳號，或透過電子郵件跟進。
💡 提示：將訪客提交連結加入書籤，方便日後無需登入即可快速提交申請。

儀表板與追蹤

儀表板顯示您有權限查看的所有費用申請記錄。頂部四個統計卡（申請總數、待處理、已提交總額、已支付總額）均反映當前篩選條件。

  • 使用日期範圍選擇器（起始日 / 截止日）按提交日期篩選。快捷預設 7天、30天、90天 以今天為基準設定範圍——再次點擊同一按鈕可取消篩選。同時影響統計卡與申請列表。
  • 使用篩選標籤依狀態篩選：全部、我參與的、待審核、待批准、待付款、待入帳。
  • 使用搜尋框按申請人姓名、費用科目或商家名稱搜尋。
  • 點擊任意列即可查看完整申請詳情。
我參與的：顯示所有與您相關的申請——無論您是提交人、審核員、批准人還是會計人員。使用此篩選可快速找到與您有關的申請，無需瀏覽全部記錄。

申請狀態說明

狀態說明
草稿已儲存但尚未提交。
已提交已提交，等待審核員審核。
已審核審核員已批准，等待董事會批准（需兩位批准人）。
已批准兩位批准人均已確認，等待付款處理。
已付款付款已處理，等待記入QuickBooks。
已入帳已全部完成並記錄於QuickBooks。
已拒絕已被審核員拒絕並提供原因。
已拒批已被一位或兩位批准人拒絕。

審核員指南

已提交的申請在儀表板的待審核篩選下可見。

  1. 點擊申請開啟詳情頁面。
  2. 審核描述、收據、費用類別及科目。
  3. 如有需要可調整收款人、付款金額、費用類別及科目。付款金額預設與總金額相同，可修改為實際批准的報銷金額。
  4. 點擊標記為已審核批准並轉交批准人。
  5. — 或 — 點擊拒絕退回申請，須提供原因；申請人將自動收到通知。

批准人（Approver）指南

申請需要兩位批准人確認方可進入付款流程。已審核的申請顯示於待批准篩選下。

  1. 點擊申請開啟詳情頁面。
  2. 審核所有費用詳情及收據。
  3. 點擊批准記錄您的批准意見。
  4. — 或 — 點擊拒絕批准，須提供原因。
  5. 兩位批准人均確認後，申請狀態更新為已批准。

財務人員（Treasurer）指南

完全批准的申請顯示於待付款篩選下。

  1. 點擊申請開啟詳情頁面。
  2. 在「處理付款」面板中輸入付款金額、付款日期及支票號碼／轉帳參考編號。
  3. 點擊標記為已付款。

管理員：工作流程權限設定

預設情況下，任何具有 manager 或 admin 角色的員工均可執行任何工作流程操作。如需限制特定人員才能審核、批准、付款或入帳，可在店鋪設定的 store.settings.expense_settings 中配置電子郵件清單：

鍵名控制對象
workflow_reviewers可將申請標記為已審核及拒絕的人員。
workflow_approvers可批准或拒批申請的人員（需兩位批准人）。
workflow_treasurers可處理付款（標記為已付款）的人員。
workflow_bookkeepers可記錄入帳（標記為已入帳）的人員。
運作方式
  • 每個鍵值為電子郵件地址陣列，例如：["[email protected]", "[email protected]"]
  • 若清單為空或未設定，則不限制，任何 manager/admin 均可操作該階段。
  • 若清單非空，只有登入電子郵件在清單中的使用者才會看到該階段的操作按鈕。
  • 在「設定 → 店鋪 AI 及整合設定」面板中進行配置（僅限管理員）。
💡 提示：同一用戶可出現在多個清單中——例如管理員電子郵件可加入所有四個清單，以便在每個階段均可操作。

管理員：撤銷申請

若管理員在申請已審核或已批准後（但尚未付款前）發現問題，可撤銷申請並將其重置至工作流程起始狀態。

何時可使用撤銷功能？
  • 狀態：已審核 — 在「審核員」面板中顯示 ↩ 撤銷並重置為已提交 按鈕。
  • 狀態：已批准 — 在「批准人」面板中顯示相同按鈕。
  • 狀態：已付款或已入帳 — 按鈕可見但已停用；付款處理後不允許撤銷。
撤銷後會發生什麼？
  1. 管理員點擊 ↩ 撤銷並重置為已提交，並輸入必填的撤銷原因。
  2. 申請狀態重置為已提交。
  3. 所有審核及批准記錄被清除（審核員、批准人、時間戳）。
  4. 撤銷原因儲存為審核意見，審核員重新審核時可見。
  5. 申請重新進入完整工作流程：審核 → 批准 → 付款 → 入帳。
💡 提示：撤銷原因會醒目顯示於「審核員」面板，讓審核員清楚了解需要檢查或更正的內容。

會計人員（Bookkeeper）指南

已付款的申請顯示於待入帳篩選下。

  1. 點擊申請開啟詳情頁面。
  2. 在「QuickBooks更新」面板中輸入入帳日期及QuickBooks交易編號。
  3. 點擊標記已入帳。

QuickBooks 批量輸入

如需使用 QuickBooks 的批量輸入交易功能一次輸入多筆付款：

  1. 前往儀表板，選擇待入帳標籤。
  2. 點擊表格底部的📋 QuickBooks 批量輸入按鈕。
  3. 彈出視窗顯示以 Tab 分隔的預覽內容。第一行為標題列（僅供參考，請勿貼入 QuickBooks）。
  4. 選擇以下其中一種方式：
    • Copy for QB — 複製資料列（不含標題）至剪貼板。若所有列屬同一費用科目，一次複製即可；若有多個科目，每個科目獨立成一區塊並附有各自的 Copy for QB 按鈕——請分別貼入 QuickBooks。
    • Save as .txt — 下載 .txt 檔案（含所有科目，科目之間以空行分隔）。
    • Open in new tab — 在新分頁以純文字開啟，使用瀏覽器另存新檔（⌘S）儲存至本機。
  5. 若部分列資料有問題，可在文字框中手動選取所需列後複製。

資料列依科目編號排序，再依支票號碼排序——方便每次批次輸入處理同一科目，且同一張支票的多筆項目連續排列。

匯出欄位為：Date · Number · Payee · Amount · Account · Memo · Customer:Job · Class · Billable。帳戶格式為帳號 · 帳戶名稱（例如 64720 · General Mission Expense）。