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

There is no separate in-app submission form. Logged-in users submit through the same public expense submission link as everyone else. To find it, go to Expense Reports, click Share, and copy the URL from the Link tab. Then complete the multi-step form and submit for review.

3. Mobile App Submission

Submit expense reports directly from ReimburseBee, BeeKeeper’s free mobile app for iOS and Android:

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

You can find download links under Expense Reports > Share > Mobile tab. Mobile submissions are tracked with their source (iOS or Android) for reporting purposes.

Submitting an Expense Report

Step 1: Overview

Read the introduction to the submission process. The Overview page explains that:

• You’ll enter your contact details so reviewers can reach you with questions
• You’ll describe the event, activity, or purchase tied to the expense
• Receipts and supporting documents can be uploaded during submission

Deadlines, spending limits, and other requirements are set by each organization’s own policy, not enforced by BeeKeeper.

Step 2: Personal Information

Provide your contact details and describe the expenses:

• 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)
• Description: What were the expenses for? Describe the event, activity, or purchase.

Step 3: Expense Items

Add each expense:

1. Click Add Item
2. Enter details:
   • Merchant: Where you made the purchase
   • Amount: How much you spent
   • Date: When you made the purchase
   • Budget Category: Optionally choose which budget account this expense applies to
   • Receipt: Upload photo or PDF
3. Repeat for additional expenses

You can include multiple expenses on one report.

Step 4: Review and Submit

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

You’ll receive a confirmation with your report number.

Expense Report Status

Track your report through these stages:

When a check is written during approval, the report links to the journal entry that records the payment.

For Reviewers (Treasurers)

Viewing Pending Reports

1. Go to Expense Reports to see all submitted reports
2. Click the Status column header to sort, grouping In Review reports together
3. Review 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 the receipt with AI (Anthropic Claude)
3. Extracted data is compared against your expense entry:
   • Merchant name
   • Date
   • Total amount

Verification Badges

Each receipt shows a verification status:

Items without a receipt show no badge. 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 Download 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. The easiest way to get it is to go to Expense Reports > Share > Link tab and copy the link. It follows this pattern:

https://beekeeper.futurefund.com/org/<your-expense-id>/expenses

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

• Receipt files up to 10MB each
• Submitters cannot edit a report after submitting it, but treasurers can edit reports that are still In Review (or reject so the volunteer resubmits)
• 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.).