The Accounting tab is where you can prepare each transaction from Cledara Spend to ensure that when they are pushed to your accounting platform, all information is correct.
Within the Accounting tab, Spend Admins and Spend Accountants will find four sub-tabs where you can reconcile your account.
Once the cardholder uploads the receipt and submits the transaction, the transaction will be pushed to the Accounting > Waiting tab.
The transaction will only appear in the Waiting tab once it is submitted with a receipt.
This is where Spend Accountant and Spend Admins can review and prepare your transactions to push to your accounting software for reconciliation.
In the In Review tab, you will find the transactions that need extra attention or further review.
Once the review is complete and the expense codes are assigned, the transaction can be marked as Ready.
In the Ready tab, you see the list of transactions that have been coded and are ready to be posted and reconciled in your accounting software.
There are two actions that can be taken in the Ready tab:
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Publish the transaction, which pushes the transaction to your accounting software.
If you are using an accounting software that does not have an integration, you will have the option to export the transaction and the selected expense codes to a CSV.
Pushed or exported transactions will move to the Archived tab.
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Move the transaction back for review, if you need to make any changes to the expense codes, receipt, or comments.
Transactions marked for review will move back to the In Review tab.
The Archived tab contains a list of all transactions that have been exported or pushed to your accounting software.
This view is only for your reference. No action can be taken from this tab.
FAQs
Where do I find the transactions before they are submitted for review?
Where do I review the receipts and comments?
How do I assign expense codes?
When do I mark a transaction as ready or for review?
How do I flag a transaction to my team?
Where do I find the transactions before they are submitted for review?
Whenever a Spend payment is made, you can see the transaction in the Transactions tab > Spend:
If you have the permission to see SaaS spend as well, you can see all payments happening in your workspace through the Transactions tab > All transactions.
Where do I review the receipts and comments?
To review the receipt uploaded by the cardholder and any comment they have attached to the transaction, simply click on the relevant transaction to open the transaction drawer on the right of the page:
There, you can:
- Confirm that the correct receipt has been uploaded to the transaction. If the wrong receipt has been uploaded, you can mark the transaction as In Review so you can reach out to the cardholder later for the right receipt. Once you have the correct receipt, you can replace the old file and push the transaction to Ready.
- View if any additional comments have been left by the cardholder for the transaction.
How do I assign expense codes?
The 3 main accounting fields are available to select from the list view.
Depending on your accounting software, the name of the fields will vary:
| Xero | QuickBooks | NetSuite |
|---|---|---|
| Contact | Vendor | Vendor |
| Account | Category | Category |
| Tax rate | Tax code | Tax rate |
To assign additional expense codes and add internal accountant comment, you can click open the transaction drawer on the right side of the page:
In this transaction drawer, you will also have the ability to customise the Accounting settings for that particular transaction:
Once all information is verified and filled in, click Save.
When do I mark a transaction as Ready or For review?
Marking a transaction as For review
Marking a transaction as For review will push it to the In Review tab, which is for transactions that require further review by your Finance team. Any transactions that have a wrong receipt, missing comment, pending policy review or expense codes could be marked for review.
Once the review is complete, you can mark them as Ready for export or sync to your accounting software.
Marking a transaction as Ready
Marking a transaction as Ready will push it to the Ready tab, where you will find a summary of all transactions that have been coded and are ready to be definitively exported or pushed to your accounting software for reconciliation.
All the fields are locked in this tab. If you need to make changes to any fields, comments or files, you will have to mark them for review and edit them in the In review tab.
If the transaction is still pending, it cannot be marked as ready.
How do I flag a transaction to my team?
In each of the tabs, a flag icon is available to be checked and unchecked, based on whether they comply with your internal company expense policy:
Clicking this icon allows you to mark a transaction as being out of company policy. This serves as a label for internal tracking purposes only. Any transactions marked out of policy can be marked for review or as ready: