The expense report is a standard form that can be used by employees to record all costs that they made on behalf of their employer that they are looking to have reimbursed.

The form consists out of 4 main components:

  • General: This is the employee information and period that the cost relates to.
  • Expenses: This is a table where the employees can enter their expenses for the given period and also attach digital copies of the relevant receipts.
  • Travel Costs: This is a table where the employee can enter their travel costs and mileage.
  • Admin: This part of the form is only visible to members of the office administration who receive and must process the forms.

The form will be created so that employees can submit the forms without having to log into the system (using the public link functionality). Once the employee has submitted the form, these forms will appear in the ‘Inbox’ of the administrative employees. If there are any queries about submitted forms, the administrative personnel can send the form back to the employee with their questions and once the employee has changed the information and resubmitted the form, the admin department will receive it in their Inbox again. Once the form has been processed, the admin office can file the expense report by updating its status.

If you are only interested in using the expense report without worrying about how to set it up, you can download the form definition attached to this article and import it into your account.

 

To create your own expense report, follow these steps:

  • Log into Boost as an administrator or switch to administrator mode if you are logged in as a normal user and have admin rights.
  • You should see a screen listing the forms already in your system. Now click the Add Form button.
  • Enter a name for the form into the dialog box that appears. Let’s call it “Expense Report”
  • If you want to, you can add a custom logo for expense reports by clicking the “Choose file” button and selecting a logo image.
  • Optionally you can select a category to which the form belongs. If you want to know more about categories, visit the article on categories. For this example, we assume that there is a category for Finance and select this as the category for the document.
  • Finally you must decide what rights different departments have to manage expense reports. To learn more about departments and rights, read the article on Departments and Rights.
  • For our example, we assume there is an Admin department that manages the back office and a public department for public access to forms. We will give the admin department all rights the public department the right to add Expense Reports. This means that arbitrary users can create expense reports. It also implies that anyone can create a new expense report from the web, but the form provides protection against malicious web scripts using a captcha.
  • It is also possible to make the form only accessible to logged in users, but this implies that all your employees must have a Boost account. In essence, this is not a problem, but can be an inconvenience for your staff. This decision always requires weighing up the advantages of inconveniencing users with security and comparing the possible downsides of both approaches. In either case, it is always determined by looking at the specific use case in question.
  • After filling in all the basic form properties, click the ‘Create’ button.
  • Now you will see the basic form designer page.
  • To get started, we will create the 4 modules (sections) mentioned above:
    • General
    • Expenses
    • Travelling expenses
    • Admin