The first part of this guide includes information about setting up the account. Also, having the admin role in Klippa enables you to submit, approve and book expenses. These steps are described at the bottom of this guide.

General

To have a great start with Klippa it is important to have a look at the general settings and preferences. To do this, please click in menu of the left side of the screen on Company and Settings. You'll see settings such as the language, currency, OCR mode, and more.

Syncing cost centers, cost unit, projects and relations is only available if you integrated Klippa with your accounting system. We currently integrate with Exact Online, Exact Globe, Twinfield, Informer Online, Visma. net of Odoo.



Integration

On this page you'll be able to integrate your accounting system with Klippa. Click in the menu on the left side on Company, Settings and in the top bar on connections. Select the according accounting system and follow the steps.

We will use the default settings in order to do smart booking suggestions. We advise selecting your most used values.



Groups

In Klippa you'll be able to create groups in order to show users only the needed information while submitting their expenses. Click in the menu on the left side on the screen on Company, Settings, and in the top bar on Groups.



Users

After creating the groups you can invite the users and assign them accordingly. There are two ways to do this:

Add a single user: Click on the green Add button on the top right of screen and fill in the fields.

Add multiple users: Click on the green Import button on the top right of the screen and upload a .csv or .xlsx file including the needed information (Name, E-mail, Title, IBAN, Status).

Categories

Expense categories are often used to make a clear distinction of the costs. For example, you could add a category for lunch or travel. To add a category please click on Company, Settings, and Categories. Click on the green button with add in it, and fill in the field accordingly.



Cost centers

Cost centers are used to make a further distinction of the business expenses.

If you have integrated Klippa with your accounting system and selected Synchronize cost centers under the general setting, you'll automatically have everything synced. Please don't forget to assign the cost centers to a group.

In case you haven't integrated Klippa with your accounting system, there are two options:

Add: click on the green add button on the top right of the screen and fill in the fields.

Import: click on the import button and upload a .csv or .xlsx file with the following columns: Code, Name, Description, Groups (optional), Status (optional)

Cost units

If you have integrated Klippa with your accounting system and selected Synchronize cost units under the general setting, you'll automatically have everything synced. Please don't forget to assign the cost units to a group.

In case you haven't integrated Klippa with your accounting system, there are two options:

Add: click on the green add button on the top right of the screen and fill in the fields.

Import: click on the import button and upload a .csv or .xlsx file with the following columns: Code, Name, Description, Groups (optional), Status (optional)

Projects

In Klippa you can keep track of all project expenses.

If you have integrated Klippa with your accounting system and selected Synchronize projects under the general setting, you'll automatically have everything synced. Please don't forget to assign the projects to a group.

In case you haven't integrated Klippa with your accounting system, there are two options:

Add: click on the green add button on the top right of the screen and fill in the fields.

Import: click on the import button and upload a .csv or .xlsx file with the following columns: Code, Name, Description, Groups (optional), Status (optional)

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In Klippa all users with the admin role are allowed to submit, approve and process business expenses. We'll talk you through this flow in three simple steps.

Part 1) Submitting business expenses



Open the Klippa app on your smartphone and sign in with your credentials.

You'll get an overview of your receipts (this overview is empty if this is your first time using Klippa). To add new business expenses press take picture in the bottom of the screen.

The camera view will open and you should be able to take a picture. Press the small arrow in the bottom right to continue and press save.

Fill in the according fields and press save again. Your receipt is now successfully submitted as business expense! We will notify you about the status of your submission.

Note: we recognize all relevant data from your scan (i.e. merchant, VAT, currency, total amount, payment methode and date)

Part 2) Approving submitted business expenses



Sign in with your Klippa credentials on: https://app.klippa.com/#/login

You'll be directed to your My Klippa page. In order to approve declarations, please click on company and expenses in the menu on the left side of your screen.

Once you see the overview of all the receipts, click on the tab pending.

You'll get an overview of all pending declarations. Select a declaration and check whether all the info is correct. To approve you have to change the status from pending to denied, missing information, accepted, approved or processed.

Press save or save and book. The declaration is now moved to the according tab.

Note: save and book is only possible if the Klippa is connected to your accounting system

Part 3) Processing the expenses in your accounting system



Processing

In your Klippa dashboard click on company and expenses

Click on pending declarations and open one or multiple rules

The suggested actions will open. Click on export

Select the .csv format and export your file. This file can be used to import in your accounting system.

This is where the Quick Start Guide for admins end. If you have any questions, feel free to contact us!

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