Release Friday October 18th ’24 (v4.1.0)

Highlights

Audit role

We have added a role that can view all transactions within your company, but is not allowed to edit anything. This role can only view and export data. The audit role can not be combined in combination with any of the other roles.

Import card information without generating transactions

For users that use card reports with a manual statement upload, we have added the possibility to upload a card statement to generate payment methods in Klippa, without creating the card transactions of the statements.

This is useful for example when you start with this module and want to connect your users to the payment methods to allow them to save card receipts and indicate the card they used. After generating the card information, use this article to learn how to connect the card information to your existing users.

Smart handling of XML files

In case both a PDF invoice and an UBL file is added to Klippa, we now always show the invoice first and the XML file as second attachment.

Full list of product improvements

For submitters

Support from uploading HEIC (iPhone) images.
New dashboards: added option to merge expenses in my expenses dashboard.

For finance

New dashboards: added option to change status of booked transactions to processed.
Invoices coming in via e-mail are now also automatically exchanged to the currency of administration when auto-exchange currency for invoices feature is on.
Fix that accounting relations created in Klippa using the Exact Online integration are directly visible after creation.

For admins

Added support for creating a compensation rule with compensation amount being 0

Other improvements & fixes

Added possibility to add invoices as finance user of a parent company (only relevant for clients using parent- and subcompanies).
Added support for booking reports to Visma.net
New dashboards: fixed that the order of items in the filters is sorted logically.
New dashboards: added sorting on account no. field.
New dashboards: the number of items shown on the page (e.g. 100 per page) is now saved.
Status summary: show submitted by for manually added invoices.
Status summary: show comment from business rule when status is automatically changed.
Audit trail: show user that manually changed authorization flow.
Audit trail: added the e-mailadress from which an invoice was forwarded to Klippa.
Speed improvement delegation feature.
Removed the hotkey that allowed for saving and booking when pressing enter.
Exact Globe: Automatically fill the booking date in the booking line.
Fix for better filtering on the on hold status in combination with other filters.
Fix bulk import made available for importing cost centers, cost units and projects for companies without an integration.
Multiple fixes of problems that could lead to no booking lines showing up.
Fix for creating card reports in combination with required cost center, cost unit or project
Fix that compensation amount travel expense is automatically recalculated when selected category is changed.
Fix attachment not saving when adding it to a travel expense.

Release Tuesday September 24th '24 (v4.0.0)

Highlights

We have also improved our dashboards. It differs per company when the improved dashboards will be visible in your environment - please find more information on the dashboard update here.

Improved status and audit trail

We now show a concise summary of the status of a transaction on top of your screen, so you know the status in the blink of an eye. This summary consists of:

Status
Submitter (only for expenses)
Latest comment given by a user (press read all to show all comments)
Next steps if the transaction is in a workflow

For users who also see booking fields, we auto-scroll down the screen so you can directly see all booking fields. For these users we always also show a "sticky" field containing the latest comment given by a user (if there is any).

We have also improved the design and features of the audit trail tab. With the new design the audit trail stamps now are always a correct representation of historical changes, have a user-friendly design and make a clear distinction between human and system actions.

On hold status for invoices

If you are blocked to approve an invoice you can now set this on hold. This way you can let your team know what is going on. You will have to leave a comment to provide a reason why you set the invoice to on hold.

With on hold:

Fields can not be edited
The status can not be changed

The transaction status in the manage invoices dashboard is accompanied with an "on hold flag", indicating the on hold status. It's also possible to filter out all invoices that are on hold, to get a quick overview of those invoices that need attention.

Speed improvement Visma.net, Quickbooks and Datev

We have realized significant speed improvements in Datev and the newest versions of Visma.net and Quickbooks. We now ensure that all booking suggestions load at once, so the booking proposal loads 10 times as fast as before.

Automatic currency exchange invoices

When enabling this feature, every invoice that is added in a currency that deviates from the default currency of your administration, automatically gets exchanged to the default currency of the administration using the ECB exchange rate of the invoice date.

How to configure?
Users with an admin role can navigate to the company settings > administrations. There, you can configure a default currency on the administration. Once configured we show the option to enable auto-exchanging currency for invoices.

Suggestions when creating a report

When creating a report, we will now automatically suggest below mentioned fields based on the history of previously created reports:

Administration
Cost center
Cost unit
Project
Currency (if no default currency defined on administration)

Full list of product improvements

For all users

Status summary on top of your transactions.
Improved audit trail design in transactions.

For submitters

History suggestions when creating report for the fields administration, cost center, cost unit, project, currency.

For finance

Set invoices on hold and filter on hold invoices in the dashboard.
Automatic currency exchange for invoices, configured by admin user in company settings > administration.
Improved duplicate detection for invoices: we now, next to uniqueness of the attachment, only check for unique combinations of merchant and invoice number to prevent marking "wrong" duplicates (before it was already marked as duplicate when 3 out of 4 of the following fields were the same: amount, date, merchant, invoice number.
Historical booking suggestions on VAT inclusive toggle and deferred booking toggle.
After uploading your card statement has been completed, you receive an e-mail with a confirmation it has succeeded (or an error if something went wrong that can be shared with us).

For admins

Added search on authorization flows and business rules pages.
Added country to category configurator to allow for different suggestions of general ledger / VAT code for documents from different countries.
For companies using uploading card statements manually, now users that are created by the upload automatically get the "saved receipts" menu item.

Other improvements & fixes

Netsuite: multiple fixes SuiteTax.
Netsuite: support booking credit invoices.
Speed improvement Visma.net, Quickbooks and Datev.
Visma.net: added expense account and sub ID fields when adding accounting relations .
Improved user experience background bookings.
Quickbooks fixes: fix US error code 2000103, fix second booking line not showing & fix amount field not updating.
Fixed access issues invoices sent via e-mail by assigning it to a SYSTEM user.
Extra checks & measures to prevent double bookings when booking in background is enabled.
Fixed splitting invoices in some occasions did not work.
Fixed saved receipts dashboard did not update when deleting a saved receipt.
Fixed that XMLs can now be attached to emails in scheduled export module.
Fixed that all actions are locked now once a transaction is booked.
Fixed that list of approvals is updated after authorization flow change.
Fixed that next approver report is correctly assigned if status report changes after submitter excludes denied expense.
Fixed that XML attachment never influences OCR results.
Fixed access error after splitting.
Fixed that refreshing in subcompany no longer directs you to parent company.
Fixed issues when human review results was returned at same time as transaction was edited by user.

Release July 2nd '24 (v3.12.0)

Highlights

Smart description filled by OCR

We can automatically fill the description field with OCR data:

Invoice number
Merchant
Purchase date
Due date
Amount
Currency

So we can configure the description as "merchant - invoice number", resulting in "Ziggo Netherlands B.V. - 517291428-00" as description. You can always manually edit the automatically created description yourself. Contact us via the chat if you want this feature so we can configure this for you.

Automatic booking for invoices

We now support automatically booking invoices. Invoices can automatically be booked if all mandatory fields are filled in and the "to split" amount is zero. This feature is especially useful if you save your booking lines before approval. This feature then automatically books it once fully approved. Contact us via the chat if you want to use automatic booking.

Datev Unternehmen Online Integration

We now integrate with Datev Unternehmen Online. This article explains how you can connect. Contact us via the chat if you are interested in this integration.

In-app updates

We have added a new icon on the top right (megaphone), where we will communicate new new product improvements. For major updates that have significant impact on your way of working, we will show a banner on the top of your screen so you will never miss important updates from now on.

Full list of product improvements

For all users

You can now to add a comment to read-only transactions, allowing you to almost always add a comment (except for on booked or processed transactions).
We limited the number of transactions allowed per PDF export to 1,000 items to prevent time outs. You can choose to exclude images to export an unlimited number of transactions.
Release updates are now communicated via the megaphone icon on the top right or via a banner on the top of your screen in the web application.

For submitters

If you use expense reports, you can now navigate to all your (single) expenses, to find expenses that were excluded from a report, or submitted before you started using expense reports.
The history suggestion on the category field is now more strict, to prevent wrong categories being suggested. Now, for the past 5 transactions, all transactions must have the same category before we suggest it.

For approvers

If you approve expense reports, the email reminders now link you directly to the correct manage reports dashboard page, and correctly indicates the number of reports in your to-do list that need your attention.

For finance

The description field can now be automatically filled in by OCR data.
Automatic booking module for invoices, triggering a booking when all mandatory fields are filled and the "to split" amount is zero.
If a transaction has a category with a pre-defined VAT code with zero percent, we now always suggest one booking line with zero percent, even when multiple lines are recognized with OCR.
For Exact Online, we now filter out all accounting relations with a expired supplier end date.
We have added extra security checks to prevent and detect double bookings.
For companies that use expense reports, we have added a link to all your (single) expenses, so you can access your full expenses archive in SpendControl.
Klippa company card transactions (Pliant) for pre-funded cards are now grouped in a report every month so cardholders can submit their reports on a monthly basis.

For admins

We now integrate with Datev Unternehmen Online.
We can now flexibly configure when you are allowed to view and edit attachments. Also, attachments can now be made required. Contact our support team via the chat if you want to change who can see or edit attachments, or if you want to make attachments mandatory.
Added possibility to archive integration that you don't use anymore, so it can not be selected when booking, but allows you to still view the bookkeeping data on past bookings. After you have archived an integration, you still decide to fully disconnect the integration.
Export bookkeeping integration: you can now define a maximum length of the booking description in the connections settings.

Other improvements & fixes

Export bookkeeping integration: added support for exporting number of booking lines, booking counter, expense invoice nr (when using reports).
Amount, VAT and supplier fields are now correctly shown in the bookings tab in the bookkeeping integration menu.
You can now delete dimensions in the bookkeeping integration.
Sorting on division now works in the bookkeeping integration menu.
Disconnecting an integration from a parent company, now archives the subcompany integration automatically.
Cardholder groups are now automatically assigned to card users for Klippa company card (Pliant) users.
The country field is now translated from English to other languages.
Exchange currency can still be used now when amount is read-only.
When using currency exchange and the tip field, the tip is now added to the exchanged amount.
Amount excluding tip being required is now correctly enforced when trying to save a transaction.
Sorting on finance type in the dashboard is now possible.
Fixed queues that did not end when exporting in UBL.
Tooltip when hovering over approved status badge now does not show pending approvals anymore, in case only 1 out of for example 3 approvals were needed.
Vismanet: branch field is now always correctly filled in.
Fix that selected invoices did not match actual selection after changing the status in the dashboard.
Fix that export template linked to the report module is now selectable.
Fix that fixed compensation purchase date could not be changed once saved.

30.05.2024 Release

Features & improvements

Support of American Express statements in the new creditcard report module
Added a filter on payment method when automatically matching card transactions in the new creditcard report module to ensure we only match receipts to the right card transactions
Invoice & expense reminder e-mails now link directly to the respective dashboards
Ability to resize your transaction editor screen in the "compact" view-mode to make the attachment (left) or the fields (right) bigger
Added a "select all" toggle when exporting data, now you can swiftly select and deselect all columns when you want to perform an export or create an export template.
The duplicate detection feature is now directly performed after you upload a file / photo to SpendControl (instead of after saving) and also checks against unsubmitted transactions.
We now allow to add an attachment to a CO2 mobility registration (Dutch legislation)

Integrations

Exact Globe: improvements to the nightly caching of bookkeeping data, solving speed issues Globe clients experienced
Netsuite: support for SuiteTax
Informer: added ability to set default currency to prevent creating wrong bookings when booking in a deviating currency
AFAS: bookings with multiple attachments now land correctly in AFAS
AFAS: we now remove special characters from the name of the attachment (that is generated by AFAS based on the SpendControl invoice number), to ensure you can book invoices with special characters in the invoice number

Fixes

Security upgrades such as extra content security headers & extra server side validation
We now ensure that expenses sent in via the mail always are always shown to an interface that the user can access (determined by the group(s) of the user).
We now limit the size of PDFs that can be exported to prevent that exports keep running
We fixed wrong links in the German expense and invoice reminder mails
Adding a new booking line with a "exclusive" VAT code now works correctly
Fixed that booking due date was empty in the bookkeeping integration export
Receipts are now included in the PDF export of an expense report
Changing the date of a transaction with a currency exchange will now lead to an updated exchange rate
Downloading images from transactions from your dashboard now works correctly.

03.05.2024 Release

What's new?
The support for ING statements in the new creditcard module.
Automatic matching of saved receipts to card transactions.
The support of credit lines in an XML export template.
A new design for the menu.
Inactive items are not shown in the booking line.
The ability to add comments when submitting expenses and invoices.
Users with an invoice submitter role now only see incomplete invoices in their To Do when they are the owner of the invoice.
Only active companies are shown in the subcompany picker.
The booking due date is added to the bookkeeping integration & Xero.
It is now possible to select multiple statuses and administrations in the filter options.
The country field is automatically filled in by the OCR.
It is now possible to delete the information in the bookkeeping integration.
A refer and earn 1.000 euro button was added to the interface.
SAP Business by Design: G-account support.
Netsuite: Support for SuiteTax with a custom script.
Exact Globe: Improved caching.


09.04.2024 Release

What's new?
The CO2 mobility registration feature.
The option to navigate through expenses/invoices with the arrows on the top left.
A setting for finance users in the personal settings to choose to navigate to next a. task or b. transaction.
When the last approver also has a finance role, this user will also directly see all the booking fields for efficiency.
The currency exchange button can now be turned off.
Actions performed with a delegation function are now logged & shown in the audit trail.
The payment condition is shown when booking a report.


12.03.2024 Release

What's new?
A new design for linking the saved receipt to creditcard transactions.
Implementation of the feature in which the expense submitter is only allowed to submit a card report after all the transactions have a linked receipt.
A search option in the saved receipts dashboard.
Sorting + default sorting based on the create date is added to the saved receipts dashboard.
When using the human review module, the inserted values are no longer overwritten by suggestions.
The merchant field is changed which improves the speed of the platform.
The option purchase amount excluding VAT is added as an export possibility.
The option to allow expense submitters to impersonate other expense submitters is added.
When deleting an invoice, you are now redirected to the next invoice when the option 'navigate to next' is on.
The drag-and-drop interface is improved.
When adding an extra location to a travel expense, the extra location is now put at the end of the route instead of in the middle.
A delete button for expenses within a report is added.
An expense submitter now receives notifications when the status changes of a submitted receipt.
AFAS: When creating a new supplier in Klippa, the option to fill in an IBAN number is added.
VismaNet: Category default booking suggestions are added for the new Visma integration.
Reports suggestions are added for the new Visma & QuickBooks integrations.
The auto-creation of expense relations when no matching relation can be found for the new Visma & QuickBooks integrations.
Mobile app: Notifications on expense status change will come through in the app.
Mobile app: Expenses can now only be submitted when OCR has run, preventing wrong expense data.
Mobile app: After retracting an expense, you can now directly apply changes and resubmit.
Mobile app: Card reports module: improved user experience of linking receipts to card transactions.



09.02.2024 Release

What's new?
A new integration with Visma.net and Quickbooks.
Gallery view: a folder 'Saved receipts' in the menu to store your creditcard receipts before the creditcard statement is uploaded.
The due date field of invoices is now filled in by our OCR.
The merchant of a receipt is shown in the dashboard when using the reports module.
When the total amount of a receipt is changed while the currency exchange was used a warning will be displayed.
AFAS: The description of the booking line is included in the booking to AFAS.
Multiple bug fixes.


12.01.2024 Release

What's new?
The possibility to export the due date field.
Picker scaling (for example when submitting a travel expense on a smaller screen).
The administration field is connected to the cost center, cost unit & project to make sure only the relevant options are shown when selecting a dimension.
Minox: A toggle was added to disable the check on the default VAT codes on general ledgers & suppliers in Minox.


22.12.2023 Release

What's new?
Visma.net: An improved version of the Visma.net integration in which the logic from Visma.net is transferred to Klippa.
Xero: Undo method. This prevents double bookings to Xero in case of an error message in the API.
Spanish compliance module.
Tip feature: an extra field was added 'tip amount'. This adds up to the total amount and is recognized by OCR and can be included in the export.
The possibility to show booking lines for expenses during the approval proces.
The possibility to set a currency per expense report when the currency is not set on the administration.
A warning when the total amount of a receipt deviates from the exchange rate.
Allowing finance users to set invoices that are in an authorization to incomplete to apply changes.
The drop down options in the booking lines are not moving when you hover over.
Localization of numbers in the dashboards (e.g. € 10,10 for NL and €10.10 for EN).
The VAT percentages and the account number field are added to the export options.


15.11.2023 Release

What's new?
The 'due date' field has been added in the invoice processing module. This field is automatically filled in by the OCR. In addition, it is possible to show the field in the 'Manage invoices' dashboard and filter and sort on it.
Denied invoices are now shown in the To Do list of users with a finance role and/or at the invoice submitter (if the invoice was submitted via Klippa).
Denied invoices can be saved, archived or resubmitted. Archived invoices can additionally be reopened.
The delegation module: users can give other users the right to perform actions in Klippa on their behalf.
The OCR module 'accurate'.


18.10.2023 Release

What's new?

Exact Online UK is added as a new integration.
AFAS: A more descriptive error message is added for a filename with invalid characters.
SAPbyDesign: Better logging of error messages.
The account number field is added into our new interface.
The possibility of resubmitting an incomplete invoice is added to our new interface.

27.07.2023 Release

What's new?

New mobile version for iOS and Android (3.12).
AFAS: Allow for booking without VAT code.
The possibility of setting hourly e-mail notifications.
The possibility to filter on un submitted card expenses in the card report module.
Expenses / invoice approval reminder e-mails are now bundled in one e-mail.
Klippa suggestions (the ones in the top of your screens) have changed to make fields less dependent on each other, (e.g. an administration suggestion does not influence the category suggestion), making the suggestion logic more reliable for the users.


05.07.2023 Release

What's new?
AFAS: The integration with AFAS now supports payment conditions.
AFAS: The integration with AFAS now supports the possibility of adding new relations within Klippa.
Odoo: The integration with Odoo now supports Odoo version 16.
Netsuite: The integration with Netsuite now supports payment conditions.
When a new relation is added in Klippa, the field defaults to 'organisation' instead of 'person'.


03.05.2023 Release

What's new?
AFAS: The integration with AFAS now supports deferred bookings.
Odoo: The integration with Odoo now supports multiple administrations.
QuickBooks: The possibility to create a new relation within Klippa when booking invoices.


13.04.2023 Release

What's new?
The possibility to set the booking date of a report at report level.
The possibility to export reports in XLSX, CSV and PDF.
The submanager role & “is manager of” field is removed in the user profile. This is replaced by the use of authorization flows and business rules.
Report notifications will now be send per report, instead of per expense.
Expenses in reports will now also be marked as booked.
Insight into which groups users are part which is visible under the company settings - users.
The option for Exact globe nightly caching.
The features currency, VAT & miles are now available for Klippa Pro users under settings - personal.


09.03.2023 Release

What's new?
Filter categories on selected administration. We now only interface categories that match the selected administration, unless no division is set in the category configurator.
Sorting based on x-axis for the insight dashboard
Pro users can now set their travel rates in personal settings.
Pro users can now view their Klippa expense e-mail under the personal settings.
Exact Online: Undo method. This prevents double bookings to Exact Online in case of an error message in the API.
Quickbooks integration US & UK is added as a new integration.


09.02.2023 Release

What's new?
The business statistics page has been renewed. The page now includes more insights into spendings and approval progress. This page is only visible to finance & admin users.
Improved suggestions for invoices submitted via mail.
A check that the VAT rate entered by the OCR/user matches the VAT rate in the booking lines. An exception is the history suggestion VAT code 0%.
Completely separate booking suggestions for invoices and expenses.
The warning for a duplicate expense/invoice now disappears only when a transaction has been approved & booked, and/or processed.
Incomplete and rejected expenses are excluded for matching to a credit card statement.
When a new accounting relation is selected, the payment method is also reset.
When an integration is deleted, it is no longer shown in new booking proposals.
When switching between an integration in the booking view, all booking fields are cleared.
The possibility of filtering by date in the reports module.
Minox: Undo method. This prevents double bookings to Minox in case of an error message in the API.
Exact Online: The ability to search by code when using the function: relation autocomplete search.


11.01.2023 Release

What's new?
The ability to set the notification frequency separately for approvers and finance users.
Expenses are matched to credit card statements every night. Previously, statements were matched once after uploading the statement.
The 'Bookkeeping integration' export fields have been extended to include: total booking amount inc VAT, exc. VAT and total booking amount VAT
The possibility of setting an automatic export has been extended. Previously, the export frequency could be set to weekly, this has been extended to monthly, quarterly or annually.

Updated on: 18/10/2024