Is it your first time using Abacus or maybe you need a refresher? This article will lead you through Abacus best practices from logging in to submitting your first few expenses for approval.
Connect Your Bank Account for Reimbursement
If you will be submitting expenses to eventually be reimbursed for, you will need to connect your bank account to receive direct deposit reimbursement. Follow the steps in your Bank Account tab.
Download and Capture Receipts using the Abacus Mobile App
Step 1: Download the Abacus Mobile app on your smartphone.
Step 2: Login to the app with your Abacus username and password.
Step 3: Tap the blue Camera button and take a photo of your receipt.
Step 4: Sync the new photo of your receipt to your Abacus account by swiping down on the home screen. Other options to send receipts in are via e-mail and uploading.
Connect Your Personal Card to Import Transactions
Connect your personal card if you will need to submit those transactions for approval. Abacus will match your submitted receipts and their associated transactions together.
Step 1: Click Add Personal Card in the Cards tab.
Step 2: Search and select your bank/card issuer from the list and enter your bank login credentials to connect.
Step 3: Select your Start Date of when transactions should be begin importing (this can also be a past date), and click Add Card.
If you have an Emburse card, the steps are similar.
Submit a Reimbursable Expense
Reimbursable expenses are those that you need to be reimbursed for after they are approved. Examples can be a simple lunch or dinner out with a client, mileage traveling between client sites or store locations, or new software/supplies for new work projects.
Step 1: Click New Reimbursable Expense.
Step 2: Enter in all applicable details set by your organization; the amount of the expense, the category to code it to, and any notes for extra information.
Step 3: On the same screen, attach the applicable receipt image, and click Send at the bottom.
Please note: You may also use the mobile app exclusively to not only take receipt photos, but also add the expense details and send for approval using the pencil icon.
Other common details you may need to enter for different types of expenses are:
- Itemizing/splitting an expense
- Adding attendees for meals
- Adding specific details for flight expenses
- Entering mileage expenses with From and To locations
Submit a Corporate Card Expense
If you are a corporate cardholder, you will likely not require reimbursement for expenses as your company ultimately pays the credit card company. However, you will still need to report and send your expenses for approval.
Step 1: Click Submit Corporate Card Expense.
Step 2: Review your Unsubmitted Expenses that have imported in from your credit card, and select the correct one to send for approval.
Step 3: Complete all applicable expense details and attach a receipt if Abacus has not matched it already. Click Send at the bottom.
Please note: You may also use the mobile app exclusively to submit these expenses for approval.
Review Expense Status
After sending an expense for approval, you can keep track of where it is in workflow in the Expenses tab. Review the Progress section to view approval and payment status.