Reconciling Expenses in BigChange

This article provides a step-by-step guide on how to reconcile expenses in BigChange. It covers individual expense reconciliation, bulk approval, and generating expense reports for wider analysis.

Navigating to Individual Expenses

Select Fleet and Resources from the top menu.
Select Resources from the side menu.
Select the individual’s name.
Select View.
Select the Expenses tab.

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Viewing and Editing Individual Expenses

Each expense is listed under the Expenses tab.
Select an expense to view or edit its details.

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Approving, Querying, or Rejecting Payments

Only users with the relevant back-office permissions can approve, query, or reject payments.
Changing the status (e.g., approving it) will change the colour icon next to each item.

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Bulk Approving Expenses

To approve all expenses en masse, select the ‘Mark All’ icon.
Select the status.
Add a comment.

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Generating Expense Reports

Navigate to the Analytics & Reports tab.
Select the ‘Expenses Report’ under the Job Finance section.

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Customising the Expense Report

Use the filters on the Display side menu to tailor the report as required.
- Isolate a single resource, team, or month.

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Exporting the Expense Report

Use the Export side menu to choose your preferred export method.

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Scheduling the Expense Report

Use the Schedule side menu to automatically run and send the report in your desired format.

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Create a schedule

To set up a schedule for emailing a filtered report at your desired intervals, follow these steps:

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Email Report After: Specify the time you would like the report to be sent.
Recurrence: Indicate how often you would like to receive the report.
Recurrence Options: Provide any additional recurrence options.
Period: Define the time period for the report (e.g., the last 7 days).
Format: Choose the format for the report.
Email Report To: Enter the email addresses of the recipients.
Email Body Type: Select either Plain Text or Template for the email body.
Subject: Write the subject line for the report email.
Body: Compose the content of the email body.
Sender's Email: Specify the email address of the sender.
Report File Sent As: Decide whether you want the report attached or provided as a download link.
Report to Be Sent: Choose either 'Continuously' or select specific dates (this option will generate two additional fields).
Schedule: Click 'Schedule' to save your settings.

Conclusion

Reconciling expenses in BigChange can be done individually or in bulk. Use the Reports tab for wider analysis and customise, export, or schedule your reports as needed. For more detailed guidance, refer to the relevant sections above.