Whether you photograph a receipt yourself, ask Flexie to create the expense for you, or open an expense you have already registered, it should feel the same. The same fields, the same requirements and the same limits. That's why we are now rebuilding how expenses work in the new app, so that every way into an expense uses one and the same form and one and the same set of rules.
Flexie takes you to the form you already know
Today there are two completely different flows for creating an expense: the button for capturing a receipt, and Flexie. When you send a receipt image to Flexie and ask for an expense to be created, Flexie will instead take you to the same form you use when you capture the receipt yourself. Flexie helps you get started, but you fill in and check the expense in a view you already know. You don't need to learn two ways of doing the same thing.
The same form when you view an existing expense
When you open an expense you have already registered, you will see the same form you used to create it. If the expense has the status To report or Rejected, you can make changes directly in the form. If it has the status In progress or History, the same form is shown, but as read-only. It looks familiar, and it's clear what you can and cannot change.
No surprises between views
The expense code controls which fields you see, which are mandatory, which are locked and which limits apply, such as maximum amount, VAT or balance. This also applies to the extra fields that appear for certain types of expenses, such as entertainment and Norwegian accommodation. These rules will be interpreted in exactly the same way whether you capture the receipt, use Flexie or open the expense afterwards. A field that is mandatory in one place is mandatory everywhere. This reduces the risk of submitting an expense that looks right to you but later needs to be completed or gets rejected.
See right away if something is wrong
When you enter the amount, VAT or other values, you will see right away if something is wrong, for example if a mandatory field is empty, if the amount exceeds the maximum amount, or if the VAT is higher than the total amount. You fix it while you're already in the expense, instead of finding out afterwards. If you change the expense code, currency or date, the form updates so that you always see the fields and rules that apply to that particular choice.
Faster improvements going forward
Because the rules will be in one place instead of three, we only need to make a change once for it to apply everywhere. This means new fields and adjusted rules will reach you faster, and they will work the same way from day one, however you register your expenses.
Nothing you need to change
The rules and fields themselves are not changing, and neither is how you configure expense codes in Flex HRM. What you have already set up will work as before, just more consistently.
What this means for you
You get one and the same experience of your expenses, whether you capture the receipt, get help from Flexie or go back to an expense you have already registered. You see right away if something needs correcting, you avoid different behaviour in different views, and you can trust that the same rules apply everywhere. That means fewer errors, fewer requests for completion and more time for other things. And as we continue developing expenses, the improvements will reach you faster.
