How To: Manage your company's Klippa SpendControl environment
As an admin user in Klippa, you have many options to configure the SpendControl environment to your liking. How that works and what options there are, we show you in this video. Want to learn more about SpendControl and what it can do for your business? Go to https://link.klippa.com/scAdmin
First, there are the general business settings, such as the default travel allowance, language and currency and how often approvers receive notifications of new tasks.
Under links you can manage the connection with your accounting package and under invoice inbox you can find your own Klippa email address where invoices can be forwarded to, to appear automatically in SpendControl.
If you would like to export invoices, you can create a new template under export templates to easily export your chosen values to PDF or Excel, for example.
Users can also be managed. The user overview shows all users and their data, groups and roles and whether the users are active. In this screen, new users can also be added and you can immediately see what the user can do with the roles that are selected. The user can also be added to groups, which determine access to for example cost centers and cost carriers. When the new user is set to active and created, they will immediately receive an invitation email to create an account with password that they can use on the computer and their phone.
Under groups, the groups just mentioned can be managed and created. With groups, certain groups of users can easily be linked to for example cost centers or categories. This allows you to control who can use which options.
Under administrations, cost centers, cost carriers and projects, these options can be adjusted and added and linked to certain groups. For example, you can select the cost center 'Amsterdam' and link it to the group of employees for whom this cost center is relevant, for example 'Sales'.
Categories can also be linked to user groups. They can also be linked to certain general ledger account and VAT code to simplify the booking process.
Under payment methods, different methods of payment can be distinguished, such as private out of pocket and credit card payments. Again, these can be linked to groups to manage who can see which payment methods.
In addition, there are authorization flows. These determine the order of approval. In a flow, one or more users can be added as approvers. With multiple approvers, you can choose whether they must approve in a fixed order and whether multiple approvers must approve, or whether 1 of the possible approvers is sufficient.
The authorization flows are not triggered automatically, this is done based on the business rules. Here you can specify which authorization flow is triggered based on, for example, amounts, such as expenses under fifty euros, supplier, category, cost center, etcetera.
With business rules, not only can authorization flows be triggered, but also a status can be modified or a notification can be sent. For example, you can set up a rule stating that expenses in the parking category under 10 euros are automatically approved.
It is important to create one or more authorization flows first before proceeding with the business rules. This way you can ensure that the right automation is triggered based on certain conditions.
Simplify the approval process for expenses and invoices with smart business rules and authorization flows within your accounting or ERP software, with Klippa SpendControl.
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0:00 Intro
0:13 General business settings
1:27 Integrations
1:40 Invoice inbox
2:08 Export templates
2:34 Users
3:42 Groups
4:01 Administrations
4:10 Connecting cost centers with groups
4:57 Categories
6:12 Payment methods
6:38 Authorization flows
7:51 Business rules
9:59 Outro
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