Envoice mobile app is a convenient tool for submitting receipts and purchase invoices, or creating expense reports. There are iOS and Android versions of the app available for download.

• Accessing the App
• Submitting Documents Using the Mobile App
• Submitting an Expense Report
• Submitting a Travel Expense Report
• Document Statuses

Accessing the App

To access the Envoice mobile app, you need to have an Envoice user account. You can get an invitation from your accountant or bookkeeper, or sign up as a business owner.

Once you have an account, you can log in to the app using your Envoice username and password, or use your Google, Microsoft, or Xero account to log in.

Submitting Documents Using the Mobile App

To submit documents using the Envoice mobile app, follow these steps:

1. Go to the Expenses or Bills tab. If you haven't added any documents yet, the inbox will be empty.
2. Capture documents by tapping the green + button at the bottom right corner of the screen.
3. Select Expense to capture a receipt or Bill to add a purchase invoice. This will open the camera.
   

   • Select "Expense" if you intend to create an expense report. These pictures will be stored in your expenses folder and will not be sent to your accountant for processing or review immediately. They will remain in this folder until you decide to add them to an expense report and submit that report.

   • Choose "Bill" if your goal is to send the captured document directly to your accountant without the need to create a report from it.

   • These options give you flexibility in managing your documents based on your specific workflow and reporting needs.

4. There are multiple camera modes on the Mobile App that allow any type of paper document to be captured easily.
   • Single mode is for capturing single-page documents.
   • Multi mode is for capturing documents that are spread over several pages or receipts that are too long to fit in one picture frame.
   • Series mode is for capturing up to 10 single-paged documents in a row.
5. While in camera mode, you can add a previously captured photo of a receipt or a file stored on your mobile device by clicking on the folder icon on the screen.
6. After capturing the image of your receipt or selecting an item stored on your phone, add any additional information to be included with your item before submission. Please note: You need to select at least Category and Payment Method before you are able to submit an expense report with this receipt.
7. Category is where you can select the type of expense it is.
8. For the Payment method, you need to initially select if this expense is reimbursable.
9. Comment (optional) is where you can add any notes about the document.

Submitting an Expense Report

To create an expense report using the Envoice mobile app, follow these steps:

1. Tap the green + button at the bottom right corner of the screen.
2. Tap Report and choose the report type: Expense report.
3. Enter the required details, such as dates, categories, etc., and tap Next.
4. To add an expense to the report, tap the “+ Add Expense” icon. You can choose from the following options:
   • Saved Expenses: This option allows you to view and select expenses that you have already saved in the app.
   • Picture new expense: This option allows you to take a photo of a new expense and add it to the report.
   • Add Mileage: This option allows you to enter the distance and rate for your mileage expenses.
5. To submit the report for approval, tap Submit at the top of the screen.

Submitting a Travel Expense Report

To create a travel expense report using the Envoice mobile app, follow these steps:

1. Tap the green + button at the bottom right corner of the screen.
2. Tap Report and choose the report type: Travel expense report.
3. Enter the required details, such as travel dates, country, etc., and tap Next.
4. To add an expense to the report, tap the “+ Add Expense” icon. You can choose from the following options:
   • Pictured Expenses: This option allows you to view and select expenses that you have already captured with your camera.
   • Picture new expense: This option allows you to take a photo of a new expense and add it to the report.
   • Add Mileage: This option allows you to enter the distance and other details for your

Document Statuses

Expense Statuses

On the Open tab, you will see all the expenses that are not submitted or added to any expense report. Open expenses can be either Open or uncategorized

• Open means that this expense can be submitted within Expense report
• Uncategorized indicates that either Expense category or payment method is missing from the Expense. This item can be added to the Expense report, although before submitting the report, the expense needs to be categorized.

On the Archived tab, you will see all the expenses that are submitted within an expense report. Archived expenses can be either Submitted or Approved

• Submitted means that this expense is added to the Expense report and is submitted within the Expense report. The report may not be reviewed by your accountant.
• Approved indicates that the Expense report has been reviewed by an accountant and approved (if approval workflow is used)

Expense Report Statuses

Expense reports can be either Open or Archived

• On the Open tab, you will see all the reports that are Open (not submitted) or just Submitted, but not yet reviewed by your accountant or managers (if approval workflow is in use)
• On the Archive tab are all your Submitted and approved reports.

Bills Statuses

The purchase invoices (bills), you have captured with Envoice mobile app can be either Open or Archived

• An open bill means it has been submitted to the company, but it has not yet been processed by an accountant.

An archived purchase invoice can be either In Approval or Approved

• In Approval, means that the submitted purchase invoice is in the process of being reviewed and approved by an accountant or a manager.
• Once a bill is Approved, it means that it has been processed by an accountant and approved by managers."