Quick Start Guide Employee

1. Accept invitation and log in to the apps 

The easiest way to manage your expenses is via the smartphone app. You can also submit expenses via your desktop computer (webapplication), this is explained in Chapter 2.3. There are apps available for Android and iPhone devices. You will receive an invitation from Declaree via e-mail. Click on accept to activate your account. You can now choose a password that you can use to log in to the apps..

1.1 Log in iPhone

  1. Go to the App Store on your iPhone and search for "Declaree".
  2. Install the Declaree app.
  3. Open the Declaree app, click Log in, enter your e-mail address and the previously set password and click Log in. Make sure the Server (at the top) is set to the correct country.
  4. You have now successfully logged in to the app. In principle, you only need to log in once, the app will remember your login details.

1.2 Inloggen Android

  1. Go to the Google Play Store on your smartphone and search for "Declaree".
  2. Install the Declaree app.
  3. Open the Declaree app, enter your e-mail address and the previously set password and click on Login. Make sure the Server (at the top) is set to the correct country.
  4. You have now successfully logged in to the app. In principle, you only need to log in once, the app will remember your login details.

 

2. Add a new expense 

Now that you are logged in to can add new expenses.

2.1 iPhone

1. Create new expense

On the iPhone you see a large orange button with the label 'new expense'. Click on this and make a choice between the different types of expenses. To add a receipt choose 'Take Photo'. You can then take a photo of a receipt in front of you, or choose from your library to add a photo you have taken before.

  • After you have taken the photo of the receipt, you can continue to input additionally required information and save the expense. If you have OCR enabled, make sure you check if the currency, amount, data and VAT rates are correct.
  • Please note: If you have to enter a project, you can enter the name or the number of the project. The app will then search the list, and you can select the correct project. If you do not know the full number or name of the project, you can enter part of the number or name.
  • When entering an expense, you can directly save it to an Expense Report, but this is optional. If you don't select or create a new Report, you can save your expense and it will be visible in your Expenses overview (with your 'loose expenses').

QSG_Decl_iphone.JPG

2. Add expenses to an Expense Report

To submit expenses you must first combine them in an Expense Report. To create a new Report, go to the Reports overview ("Reports" button at the bottom in the app). Add a new Report by clicking on the plus in the top right corner. When you have created a new Report, you can go inside the Report and add expenses to it by clicking on the plus button in the lower right corner.

3. Submit an Expense Report

You can Submit your Expense Report easily via the app. Choose the Report you want to submit, check if all your expenses are in there, and then press the airplane icon in the top right of the Report to submit the Report. If desired you can also add a message for your manager, and then press the airplane button again.
QSG_Rapp_iphone.JPG
The status of the Report will now change to 'Submitted'.

4. Status of a Report

As the report workflow completes, the status of your report changes. This way you can see when a report has been approved and when a report has been processed in the financial or salary administration of your company.

 

2.2 Android

1. Create new expense

In the Android app, at the Expenses screen, you see a plus sign in the lower right corner to add a new expense. If you tap this, you will get different choices, you can take a photo of the receipt or use a photo that you have already taken.

  • After you have taken the photo of the receipt, you can continue to input additionally required information and save the expense. If you have OCR enabled, make sure you check if the currency, amount, data and VAT rates are correct.
  • Please note: If you have to enter a project, you can enter the name or the number of the project. The app will then search the list, and you can select the correct project. If you do not know the full number or name of the project, you can enter part of the number or name.
  • When entering an expense, you can directly save it to an Expense Report, but this is optional. If you don't select or create a new Report, you can save your expense and it will be visible in your Expenses overview (with your 'loose expenses').

QSG_Decl_android.JPG

2. Add expenses to an Expense Report

To submit expenses you must first combine them in an Expense Report. To create a new Report, go to the Reports overview ("Reports" button at the bottom in the app). Add a new Report by clicking on the plus in the bottom right corner. When you have created a new Report, you can go inside the Report and add expenses to it by clicking on the plus button in the lower right corner.

3. Submit an Expense Report

You can Submit your Expense Report easily via the app. Choose the Report you want to submit, check if all your expenses are in there, and then press the airplane icon in the top right of the Report to submit the Report. If desired you can also add a message for your manager, and then press the airplane button again.
QSG_Rapp_iphone.JPG
The status of the Report will now change to 'Submitted'.

4. Status of a Report

As the report workflow completes, the status of your report changes. This way you can see when a report has been approved and when a report has been processed in the financial or salary administration of your company.

 

2.3    PC

You can also manage your expenses via your PC. Your receipts must then be scanned or mailed to yourself first, so you can upload them into the system. You have to create a separate expense for each receipt.

Go to www.declaree.com and choose Log In at the top right. Log in with your credentials.

 

1. Create new expense

Use the button new expense to add a expense. If you click on this and then click on add receipt, you will get a new declaration. Here you can add a photo or PDF to the expense as a file. You can also drag your receipt image or PDF into the upload screen.

  • After you have added the photo or PDF, you can continue to input additionally required information and save the expense. 
  • Please note: If you have to enter a project, you can enter the name or the number of the project. The app will then search the list, and you can select the correct project. If you do not know the full number or name of the project, you can enter part of the number or name.
  • When entering an expense, you can directly save it to an Expense Report, but this is optional. If you don't select or create a new Report, you can save your expense and it will be visible in your Expenses overview (with your 'loose expenses').

2. Add expenses to a Report

To submit expenses you must first combine them in a report. To do this, click on the button in the left bar with the label "Reports".

Add a new Report by clicking on the "New report" button. You can adjust the name of the Report, and then click save.

Add the expenses to the report via the add button in the left bar and select the desired expense(s) and then click on add at the bottom right.

You can also first create a report and then create the expenses, then you can select the Report in the expense while you are creating it.

3. Submit an Expense Report

You can Submit your Expense Report easily via the webapplication. Click on the Report you want to submit, check if all your expenses are in there, and then press the the button Submit in the left sidebar. If desired you can also add a message for your manager, and then press the button Submit. The status of the Report now changes to Submitted.

4. Status van een rapport

As the report workflow completes, the status of your report changes. This way you can see when a report has been approved and when a report has been processed in the financial or salary administration of your company.

More information

Do you want extensive information about adding declarations, reimbursements, statuses and additional options? Then check the manual for employees.

Look at help.declaree.com for more articles and how-tos.