# Getting started ## Expenses The Expenses module lets Your employees submit expense reports directly from their phones. They take a photo of a receipt, key data is recognized automatically (if enabled), and the report goes through the same approval workflow as Your invoices - then exports to Your ERP. It's designed to save time for both employees (no paper envelopes, no manual typing) and Your finance team (all expenses in one place, with receipts attached). *** ### Who can use Expenses **Expense Creator** The main role for employees who submit their own expense reports. Install the mobile app, take a photo of a receipt, and submit. **Accountant** Views and processes expense reports in Fitek, similar to invoices. Can approve, route to managers, or check details. **Administrator** Can submit expenses in the app and manages company-level settings and user access. [Roles](/fitek-learning-space/latvian-latviesu/getting-started/pamaciba-ka-sakt-darbu-ar-fitek/lietotaju-lomas.md) are assigned as part of Your normal Fitek [user management](/fitek-learning-space/latvian-latviesu/getting-started/iestatijumi/lietotaji.md). *** ### Activating the Expenses module **Who does this**: Fitek Your Administrator can assign needed role. Once activated, employees with the Expense Creator role will see the Expenses section in the mobile app. *** ### For employees: submitting an expense **Install the Fitek mobile app** Available in the [App Store (iOS)](https://apps.apple.com/ee/app/fitek-in/id1516565209) and [Google Play (Android)](https://play.google.com/store/apps/details?id=com.fitekmobile.prod\&pcampaignid=web_share). **Log in** Use the same credentials as Your Fitek web account. Choose Your company if You have access to multiple. **Check for Expenses** Look for "Expenses" in the app menu. If You don't see it, the module may not be activated for Your company, or Your user role may not include Expenses access. *** ### Creating a new expense report **Step 1: Open Expenses** Tap Expenses in the app menu. You'll see a list of Your expense reports, each showing status (Submitted, In approval, Approved, Rejected) and basic details. **Step 2: Start a new expense** Tap the "Create expense" button or "+" icon. **Step 3: Provide a receipt image** Choose: * **Camera:** take a photo of the receipt right now * **Gallery:** select an existing picture from Your phone * **Files:** select an existing file from Your phone Make sure the full receipt is visible and readable. **Step 4: Let the app fill in data (if Mobile OCR is enabled)** If Mobile OCR is active, the app automatically extracts: * Date * Total amount * Currency * Tax information (where visible) If Mobile OCR is not enabled, You'll see an empty form and must fill in all fields manually. **Step 5: Check and complete expense details** Review and adjust these fields: * **Date**: Usually taken from the receipt; correct if needed * **Amount**: Total expense amount * **Currency**: Currency shown on the receipt * **Tax/VAT**: Simple or detailed depending on Your company's setup * **Payment type**: How You paid: * Company card * Personal card * Cash * **Category/Cost type**: Optional, depending on Your setup * **Description**: Free text about what the expense was for * **Supplier**: Select from existing suppliers, or add a new one on the fly **Step 6: Add or select a supplier** The app now lets You create a new supplier directly in the expense form: * Tap the Supplier field to see existing suppliers * Tap "Add new supplier" at the top * Fill in: * **Country** (pre-filled from Your company, but can be changed) * **Company name** (required; up to 100 characters) * Tap Add supplier The new supplier is used for this expense report. If Your accountant needs to maintain more details (tax number, address) later, they can update the supplier card in Fitek web. **Step 7: Save or submit** * **Save as draft** (if available): Keep the expense in Your list; You can edit it later before submitting * **Submit**: Send the expense to Fitek. Once submitted, You can't change it in the app *** ### After You submit Once You tap Submit: * The receipt photo is attached * The expense appears in Fitek as an expense-type invoice * Your team routes it through approvals (manager, accountant, or direct approval depending on Your workflow) * Once approved, it's exported to Your ERP just like any other invoice **Track status on Your Expenses list**: * Submitted → In approval → Approved (or Rejected) * Tap any expense card to see full details, the receipt image, and status updates *** ### For Your finance team: processing expenses in Fitek #### Finding expenses In Fitek web, open the Invoice Register and filter or search by: * Document type (Expense) * Supplier or employee name * Date or amount Expenses appear with the supplier details, amounts, tax information, and attached receipt(s). #### What Your accountant can do **Review the data**: * Supplier details * Amounts and VAT * Payment type (company card, personal, cash) * Cost center, project, or other dimensions **Use AI suggestions** (if FitekAI is enabled): * Automatic proposals for accounting codes and cost allocations * AI learns from Your approval patterns over time **Approve or route**: * Direct approval by finance, or * Send to managers or cost center owners for approval, depending on Your workflow **Export to ERP**: * Once approved, expenses are included in Your next export run * Booked in Your ERP as costs and employee liabilities (if applicable) *** ### Why the Expenses module matters **Less work for employees** * No paper receipts in envelopes * Photo + minimal typing instead of manual data entry * Mobile OCR means even less typing **Faster approvals** * Expenses appear in Fitek almost immediately * Managers and accountants see clear data, attached images, and full history **Better control and reporting** * All expenses in the same system as invoices * Filter by employee, cost center, project, or category * Export consistent data to Your ERP for analysis and tax reporting **Integrated with AI** * If FitekAI is enabled, automatic suggestions for expense postings reduce accounting work * AI improves over time as it learns Your patterns *** ### Quick setup checklist **For Your Administrator**: * ✓ Confirm Expenses module is activated with Fitek * ✓ Ensure Mobile OCR is enabled (recommended) * ✓ Assign Expense Creator role to employees who will submit * ✓ Verify export settings so approved expenses reach Your ERP **For employees (before first use)**: * ✓ Install FitekIN mobile app * ✓ Log in with Your Fitek credentials * ✓ Check that Expenses appears in the app menu **For Your finance team**: * ✓ Know where to find expenses in the Invoice Register * ✓ Understand Your approval workflow (direct approval or manager routing) * ✓ Use AI suggestions where available --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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