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What is Scheduled Submit?

All expenses must be placed on a report if they need to be approved; with Scheduled Submit, you no longer need to worry about the arduous task of employees creating their expenses, adding them to a report, and submitting them manually. All they need to do is SmartScan their receipts and Concierge will take care of the rest, on a variety of schedules that you can set according to your preferences!

How does it work?

  1. Employees use the mobile app to snap a picture of their receipts, or forward them to receipts@expensify.com.
  2. With our SmartScan OCR technology, we automatically create the expense entry associated with that receipt in their account, then the employee can add remaining coding details. 
  3. If you want even less manual entry, employees can set expense rules in their account (such as applying a "Meals" category to each Panera receipt) or, as an Admin, you can set default-categorization settings in the policy. We can then set the appropriate categories, tags, and/or billable or reimbursable statuses for you!
  4. Concierge will automatically place that expense on an open report in the employee's account. If they don't have any open reports, Concierge will create one for you, following any default report title settings (if you're using a company policy) you might have in place in the active policy at that time.
  5. Depending upon the Scheduled Submit frequency set (more on that below), Concierge will automatically submit the expenses if they follow all policy rules. (Expenses with violations will be "held back" on a new open report, and the employee will be notified to correct them.) This means no more having to look through employee reports and giving them a nudge. Concierge will do it for you! 
  6. Want to create the report automatically but don't want it to submit it automatically? Choose the manual option for the frequency.

How to change the frequency of report creation/submission:

Here are the different options for scheduled submit frequencies. (***If you have Concierge approval enabled, please see additional notes below):

  • Disabled: Reports will not be automatically generated.
  • Daily: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted nightly. Expenses that do have violations will stay behind on an open report until the violations are corrected, then harvested that evening (PDT). 
  • Weekly: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted weekly. Expenses that do have violations will stay behind on a new open report and collect with any new expenses, then submit at the end of the next weekly cycle (on Sunday evening, PDT). 
  • Twice a month: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted on the 15th and the last day of each month, in the evening (PDT). Expenses that do have violations will stay behind on a new open report and collect with any new expenses, then submit at the end of the next cycle. 
  • Monthly: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted monthly. Expenses that do have violations will stay behind on a new Open report and collect with any new expenses, then submit on the evening (PDT) on the day you indicate.
  • By trip: Expenses are automatically added to an open report with expenses less than 2 days prior within it. Should two days elapse without a new expense being created, the report will be submitted the evening of the second day. Subsequent expenses will create a new report. (Note: the '2 day' period is a date period, not a period of 48 hours).
  • Manually: An open report will automatically be created and expenses will be added accordingly, but we will not submit the report automatically. Reports will need to still be manually submitted.

***If you are using Concierge Approval, report behavior will be a bit different.

The submission process could create up to 3 reports per report it harvests:

  • One report with expenses without any violations or notes. This report will be auto-submitted (based on the schedule and timeframe, above) and auto-approved.
  • One report with the expenses that have notes or dismissed violations. This report will be auto-submitted (based on the schedule and timeframe above) but not auto-approved.
  • One report with the violations that is not auto-submitted.

Troubleshooting and FAQ

What if I have a violation that I don't need to fix, and want to clarify for my admin/approver?

No problem! If you add a comment to an expense with a violation, we will still submit the expense automatically, but the violation will still be noted on the report.

How do I turn this off or make changes?

Any company policy admin can adjust the Scheduled Submit settings by going to Settings > Policies > [Select policy] > Reports 

Concierge submitted my report automatically, but I wasn't finished! What do I do?

No worries! You can either:

  • Click to retract the report (if it hasn't been approved yet), or, if it has:
  • Request your manager to reject the report back to you if it has been approved. 
  • You can then make edits while it's in the Open state, and then re-submit manually.

Can I enable Schedule Submit for a policy I'm an Admin on from my mobile?

You bet!  

From the Inbox tab: 

  • Select your Schedule Submit preferences on the task that Concierge starts by asks "I'll assist  you by batching up any new employee expense".  
  • If your selection is "Never: Let Users Decide", Concierge will simply add transactions to a report allowing users to manually submit when needed.

For a live overview of the Policy Admin role, policy management and administration, register for our free Collect Webinar!

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