Expenses

The Expenses tab has two parts. At the top, your team gets paid back for what they bought. Below it, company costs paid on a founder's personal card are added to the books.

Get paid back for something you bought

You can do this if you paid with a personal card or cash. If you paid with a company card, see the next section.

1. Open Expenses and tap Submit expense. Or attach the receipt in chat with Max.
2. Add the receipt (a photo or PDF). Max reads the merchant, date, amount and a suggested category as a proposal.
3. Check each field, add one line on what it was for, and tap Submit.
4. Watch it under My expenses: submitted, then approved or rejected, then paid.

The same receipt can't be submitted twice. A near-twin (same person, amount and merchant within 3 days, or a company cost on a founder's personal card) is flagged for the approver.

To fix an expense that is waiting or rejected, tap Correct. That creates a new version with a reason. The old version stays.

Bought it on a company card

A company-card purchase isn't owed to you. Send the receipt anyway, so the card's line in the books gets its category and its receipt.

1. Tap Submit expense and add the receipt, as above.
2. Under Paid with, pick Company card. If your workspace has more than one company card, pick which one.
3. Tap Submit.

Max then looks for the card's line, when you submit and every day after new card lines arrive. Your expense shows one of these:

• Waiting for the card line: the line hasn't arrived yet.
• Card line suggested: Max found a line but isn't sure. For example, the amount differs (a tip, a currency conversion or a hotel pre-authorization), two lines could be it, or the line doesn't clearly name the merchant. Tap Card line, check the line, and tap Confirm. You can pick a different line from the list.
• Matched: the line is confirmed. Max confirms by himself only an exact amount with one clear line, within a week.
• No card line yet: nothing matched after 14 days (the workspace can change this number). It also shows under Needs you.

You can confirm the line yourself while the expense waits for approval. After it's approved, an approver confirms it.

Max reads card lines as data. Nothing on a receipt or a bank line can tell him what to do.

Approve and pay (owner or admin)

1. Open Expenses and find what is waiting.
2. Tap Approve all to approve exactly the rows shown, or Approve or Reject one. Rejecting asks for a reason.
3. A possible duplicate, or your own expense, is never in Approve all. Those are one at a time.
4. After you approve, Max records a bill owed to the person in Invoices & Bills, dated the approval day.
5. When you pay the person, tap Mark paid. Max records the reimbursement. He doesn't move money.

A company-card expense is owed to nobody. When you approve it, its card line gets the category and the receipt. If the line hasn't arrived or isn't confirmed yet, nothing goes in the books until it is; then it's added once. If the card line is in a closed month, nothing changes there; it's added if the month is reopened.

A purchase can't be both paid back to a person and paid by a company card. If a personal-card or cash expense looks like a company-card line or a company-card expense (same merchant and amount, within 3 days), it's flagged, kept out of Approve all, and needs Approve (not a duplicate).

Nobody approves their own expense unless your workspace allows flagged self-approval.

To fix an approved expense, tap Correct. If it wasn't paid, its bill is voided. If it was, Max records what the person owes back. For a company card, the card line gets back the category it had before. The new version goes back for approval.

Company costs paid on a personal card

Use this when a founder paid company costs on a personal card.

1. In Expenses, tap Upload statements and pick one or many (PDF or CSV).
2. The first time, answer once: "A personal card that paid company costs." Max then recognizes the card from its last 4 digits.
3. Review each statement. Company costs are ticked. Not sure lines are for you to decide. Personal lines are hidden under Show personal lines.
4. Set categories and tap Add.

Before anything is added, Max double-checks ticked lines that look like money moving between accounts, payments to a person, or lines he proposed as personal. Untick them or tap Add anyway.

Each line you add is a company expense and a dated advance on the founder's note. Personal lines never enter the books, and the personal card's balance never shows as company debt.

Max remembers your choices. A merchant you added is proposed as a company cost next time, and one you took back is proposed as personal. Saved choices only propose. Travel and meals always stay "not sure". See or forget them under Show saved choices.

In the first week of each month, Needs you asks for last month's statement from each personal card, until you upload one.

Take back a line

If a line wasn't a company cost, open the founder expense report (below), tap Not a company cost, then Yes, take it back. Max adds a correction that reverses the expense and lowers the founder's note by the same amount. The original line stays, marked "taken back". A line can be taken back once. Owners and admins only.

Founder expense report

Open Expenses (at the bottom) or Loans & Liabilities. Pick a quarter or a month to see every advance on the founder's note, with its statement and line, totals by category, and the note's principal at the start and end. Tap Print / Save as PDF. You can also ask Max: "Give me my expense report for Q3."

Not yet

• Per-category limits, "receipt required over an amount" rules, email intake, mileage and per diem.
• Splitting a company-card charge across categories. Pick the main one, then split the line in Transactions.
• Changing a confirmed card line. Correct the expense instead (a new version).
• Splitting one receipt across categories on screen or in chat.
• Paying people out from SOCIII. Max records the reimbursement; you pay.
• A bank line can be linked to a reimbursement only for a one-category expense.
• A correction that would void a bill in a closed month is refused. A part-paid reimbursement can't be corrected until it is fully paid or its payment is voided.

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