Expense Reports

Why Expense Reports?

Volunteers often pay out-of-pocket for organization expenses. Expense reports:

• Streamline Reimbursements: Structured process for requesting repayment
• Document Spending: Receipts attached for accountability
• Enable Oversight: Treasurers review before payment
• Create Audit Trail: Complete record of who spent what and why

Three Ways to Submit

1. Public Submission Form

Anyone can submit an expense report without logging in:

1. Visit your organization’s expense submission URL
2. Complete the multi-step form
3. Submit for review

This is ideal for:

• Volunteers without BeeKeeper accounts
• One-time submissions
• Parent volunteers at events

2. Logged-In Submission

Users with BeeKeeper accounts can submit from within the app:

1. Go to Expense Reports
2. Click New Expense Report
3. Complete the form
4. Submit for review

3. Mobile App Submission

Submit expense reports directly from the BeeKeeper mobile app (iOS/Android):

1. Open the BeeKeeper app
2. Create a new expense report
3. Snap photos of receipts with your camera
4. Submit for review

Mobile submissions are tracked with their source (iOS or Android) for reporting purposes.

Submitting an Expense Report

Step 1: Overview

Read the instructions and requirements. Key points:

• Receipts required for all expenses
• Submit within 30 days of purchase
• Maximum amounts may apply

Step 2: Personal Information

Provide your contact details:

• Full Name: As it should appear on the reimbursement check
• Email: For status notifications
• Phone: In case of questions
• Address: Where to mail the check (if applicable)

Step 3: Expense Items

Add each expense:

1. Click Add Expense
2. Enter details:
   • Merchant: Where you made the purchase
   • Date: When you made the purchase
   • Amount: How much you spent
   • Receipt: Upload photo or PDF
3. Repeat for additional expenses

You can include multiple expenses on one report.

Step 4: Additional Information

Provide context:

• Description: What were the expenses for?
• Budget Line: Which budget category applies?
• Event/Program: What activity was this supporting?

Step 5: Review and Submit

1. Review all information
2. Verify receipts are attached and readable
3. Click Submit

You’ll receive a confirmation with your report number.

Expense Report Status

Track your report through these stages:

For Reviewers (Treasurers)

Viewing Pending Reports

1. Go to Expense Reports
2. Filter by “In Review” status
3. See list of reports awaiting action

Reviewing a Report

For each report, verify:

• [ ] Reporter information is complete
• [ ] Each expense has a receipt
• [ ] Receipts are readable and match amounts
• [ ] Expenses are appropriate for the organization
• [ ] Total is within budget/policy limits

Approving a Report

If everything looks good:

1. Open the report
2. Click Approve
3. Optionally write a check - BeeKeeper can automatically create a journal entry recording the payment from a specified account
4. The submitter is notified via email

Rejecting a Report

If there are issues:

1. Open the report
2. Click Reject
3. Provide clear explanation:
   • What’s missing?
   • What needs correction?
   • Can they resubmit?
4. The submitter is notified

Processing Payment

After approval:

1. If you used the check-writing option during approval, the journal entry is already created
2. Otherwise, write a check or initiate payment manually
3. Record the journal entry in BeeKeeper if not auto-created

Email Notifications

BeeKeeper sends automatic email notifications:

• On submission: Confirmation to the submitter with report details
• On approval: Notification to the submitter that their report was approved
• On rejection: Notification with the reason for rejection

AI Receipt Verification

BeeKeeper includes AI-powered receipt scanning and verification:

How It Works

1. Upload a receipt image (photo or PDF)
2. BeeKeeper scans using Google Document AI
3. Extracted data is compared against your expense entry:
   • Merchant name
   • Date
   • Total amount

Verification Badges

Each receipt shows a verification status:

Verification results update in real-time as receipts are processed.

Tips for Good Scans

• Use good lighting
• Capture the entire receipt
• Avoid wrinkles and folds
• Ensure text is readable
• Receipts open in a modal viewer for easy review

Expense Report Best Practices

For Submitters

• Submit promptly: Don’t wait until year-end
• Get receipts: Request receipts for everything, even small purchases
• Be specific: Describe what was purchased and why
• Keep copies: Retain originals until reimbursed

For Reviewers

• Process timely: Volunteers shouldn’t wait weeks for reimbursement
• Be consistent: Apply the same standards to everyone
• Communicate: If rejecting, explain clearly how to fix
• Track patterns: Notice if certain areas overspend budget

Exporting Expense Reports

Export individual expense reports as PDF:

1. Open the expense report
2. Click Export PDF
3. A formatted PDF downloads with all expense items, receipts, and approval status

PDFs are ideal for board packets, audit documentation, and reimbursement records.

Sharing Expense Submission Link

Each organization gets a unique URL for public submissions:

https://beekeeper.app/expenses/your-org-slug

QR Code Sharing

BeeKeeper generates a QR code for your expense submission URL:

1. Go to Expense Reports
2. Click Share
3. Display or download the QR code

Print QR codes on:

• Event flyers and signage
• Volunteer packets
• Meeting handouts

You can also share the URL directly:

• In newsletters
• On your organization’s website
• Via email or messaging

Tips for Organizations

Set Clear Policies

Document and share:

• What expenses are reimbursable
• Maximum amounts or limits
• Required documentation
• Submission deadlines
• Approval process

Train Volunteers

At the start of the year:

• Show how to submit reports
• Explain receipt requirements
• Share the submission URL
• Designate who to contact with questions

Budget for Accuracy

When creating budgets:

• Anticipate reimbursable expenses
• Don’t assume volunteers will donate costs
• Include realistic estimates

Limitations

• Maximum 10 expense items per report
• Receipt files up to 10MB each
• Reports cannot be edited after submission (must reject and resubmit)
• No batch approval (each report reviewed individually)

Common Questions

Can I submit without receipts? Receipts are strongly encouraged. Some organizations allow exceptions for small amounts. Check your organization’s policy.

What if my receipt faded? Try scanning anyway. If unreadable, provide bank/credit card statement showing the charge.

How long until I’m reimbursed? Depends on your organization’s process. Typically 1-2 weeks after approval.

Can I submit for someone else? Yes, but enter their name and contact information as the person to be reimbursed.

What if I submitted the wrong amount? Contact your treasurer. They can reject the report so you can resubmit with corrections.

Are there spending limits? Set by your organization’s policies, not BeeKeeper. Check with your treasurer.

Can I get reimbursed electronically? BeeKeeper doesn’t process payments directly. Your treasurer handles payment method (check, Venmo, etc.).