Introduction
With Mamo Expenses, finance teams are able to prepare, document and process expense reports for all purchases made using a business’ Mamo Cards.
User roles for expenses
There are two types of user permissions available in Mamo Expenses:
Expense employee: This includes any user who owns a Mamo Card. Expense employees will have limited access to the Expenses feature. They are able to upload receipts and supporting documents only for transactions made using their own cards.
Expense admin: This includes any user who has the authority to manage expenses. This typically includes finance teams and/or management teams. Think of this as a role with no restrictions on what can and can’t be done across Mamo Expenses.
A user with the role “Owner” has full access to the Mamo dashboard features, so they are also considered an Expense admin.
Remove a user as an Expense employee
Whenever a card is issued to a user, they are automatically added as an expense employee as well.
If you’d like to disable access to the expenses feature for this user, you can update their permissions by going to Settings -> Team -> Edit permissions and unchecking “Expense employee”.
They would still have access to their Mamo Card, but not to expenses.
Add a user as Expense admin
To add users as Expense admins, visit Settings > Team and select “Expense admin” as the permission.
What can Expense admins do?
Expense admins can take all of the following actions:
View expenses for all Mamo Card transactions across all users
Update the category, description, invoice number and attached receipts for any expense
Change the status of any expense
Make bulk changes to the status or category of any expense
Export an expense CSV and/or receipts as a .zip folder
Change an Expense status
An expense can have one of the following statuses:
Incomplete: When expenses are first created, they are created with the status “Incomplete”. Expenses can change from “Incomplete” to “Pending review” in one of two cases:
after an employee adds the required info and documentation to an expense
After an Expense admin changes the status manually.
Pending review: When all supporting information and receipts have been added to an expense, but the expense has not yet been reviewed by an admin. In this state, the expense is ready for review by an Expense admin. If an Expense admin feels that more information is required, they are free to change the expense status to “Incomplete”. Otherwise, if everything is in order, the status would be changed to “Ready”.
Ready: Expenses that have been fully reviewed and approved by an Expense admin are moved to “Ready” state, which means that the expense is ready to be added to your accounting platform for bookkeeping purposes. Expenses in “Ready” state would not yet be ready to be added to the accounting platform just yet.
Synced: When expenses are added to the accounting platform, they should be moved to “Synced” state. An expense marked as “Synced” should be considered final and does not require further action on. However, if necessary, an expense admin can still make changes and change the status from “Synced” to any other status if required.
An expense admin can change the status of any expense at any time from the Status dropdown in the table, or in the expense detail page where the status is shown at the top.
Expenses list
When you open the Expenses tab on your dashboard, you’ll see the list of expenses listed ordered based on their status, in the following order:
Pending review
Incomplete
Ready
Synced
This keeps the expenses that require your attention at the top of the list, helping you organize your work more effectively. When you change the status of an expense, its order in the table will change.
Bulk edit
In the Expenses table, select multiple expenses using the checkboxes on the left hand side and perform any of the following bulk actions:
Change status
Change category
Download receipts
These options will appear at the bottom of the table after the expenses are selected.
Download receipts
There are three ways to download receipts:
Download receipts for an individual expense: click on an expense, and you will see a “Download” icon for each receipt at the bottom of the side sheet.
Select a group of expenses from the table, and download receipts: after you select multiple expenses using the checkboxes on the left hand side, you can click “Download receipts” at the bottom to download receipts for your selection only.
Click “Export and sync”: at the top of the Expenses table, you can click “Export and sync” then select receipts ZIP folder to download receipts for all expenses.
Integration to your accounting software
We’re currently working on integration with QuickBooks, Xero and Zoho Books to enable you to automatically sync your expenses to your books.
Please reach out to your dedicated Customer Success Manager or contact us via Chat for early access to these integrations or to suggest others.