Submit general business expense requests for miscellaneous costs and expenditures in EasyDo 365

Submitting General Expense Requests

General expense requests cover miscellaneous business costs that don't fit into specific expense categories. This flexible approval system ensures all business-related expenditures receive proper authorization while maintaining financial controls.

Video Tutorial

Prerequisites

Active EasyDo 365 account
Assigned reporting manager
Expense receipts or documentation
Understanding of expense approval policies

Submitting a General Expense Request

Open App and Manager Chat

Open the EasyDo Tasks app and navigate to your manager's chat.

Access Request Approval

Tap the plus icon in chat and select Request Approval from the options.

Select General Expense

From the request approval menu, click on General Expense. The general expense form appears.

Complete Expense Information

Company: Select the company from the list.

Title: Write a clear, descriptive title explaining the expense.

Amount: Enter the expense amount accurately.

Reference Number: Enter any relevant reference, invoice, or tracking number.

Request Date: Select the expense date using the date picker.

Notes: Provide detailed information including:

Purpose of the expense
Business justification
How it supports business objectives
Why this expense was necessary
Any context that helps approval decision

Attach Documentation

Tap Add Attachment and choose supporting files from your device:

Receipts
Invoices
Purchase documentation
Any relevant supporting evidence

Submit Request

Review all information for completeness and accuracy. Click Submit to send your general expense request for manager approval.

Common General Expense Types

General expenses typically include:

Office and Administrative

Minor office supplies
Printing and copying services
Courier and postal services
Local transportation
Parking fees

Team and Employee

Team building activities
Employee recognition gifts
Training materials
Books and publications
Professional memberships

Miscellaneous Business

Emergency purchases
Temporary services
Replacement items
One-time costs
Unexpected necessary expenses

Client gifts (within policy limits)
Meeting refreshments
Hospitality expenses
Sample products

Best Practices

Clear Descriptions

Make your title and notes specific:

Good: "Emergency laptop power adapter - Dell 65W charger for client presentation"
Poor: "Laptop stuff"

Proper Documentation

Keep original receipts
Take clear photos if submitting electronically
Include all pages of itemized receipts
Ensure vendor name and date are visible

Timely Submission

Submit within company policy timeframe (usually 30-60 days)
Don't wait until end of month/quarter
Submit promptly while details are fresh

Accurate Amounts

Double-check calculations
Include taxes if policy requires
Match receipt amounts exactly
Note currency if not standard

When to Use General vs. Specific Expense Types

Use General Expense when:

No specific category fits
Expense is miscellaneous or one-time
Amount is relatively small
It's an unusual business cost

Use specific categories (Operational, Travel, etc.) when:

Clear category exists
Recurring type of expense
Company policy specifies
Larger or significant amounts

Approval Guidelines

What Typically Gets Approved

Necessary business expenses
Well-documented costs
Reasonably priced items
Policy-compliant expenses
Clear business purpose

What May Get Rejected

Personal expenses
Excessive or luxury items
Missing documentation
Out-of-policy purchases
Unclear business purpose

Improving Approval Chances

Strong Justification: Clearly explain business need
Complete Documentation: Include all required receipts
Policy Compliance: Stay within guidelines
Timely Submission: Don't delay expense reports
Accurate Information: Ensure all details are correct

Tips & Tricks

Pre-Approval: For unusual expenses, check with manager first
Policy Review: Familiarize yourself with expense policies
Receipt Management: Use app to photo receipts immediately
Categories: Learn which expenses fit which categories
Templates: Save common expense descriptions for reuse
Batching: Group similar small expenses when appropriate

Troubleshooting

Unclear Category

If unsure whether to use general or specific expense:

Check company expense policy
Ask finance department
Consult with manager
When in doubt, use General and explain in notes

Missing Receipts

If you've lost a receipt:

Check if policy allows affidavits for lost receipts
Provide bank/credit card statements
Explain circumstances
May require manager override

Rejected Request

If your request is rejected:

Review rejection reason
Address specific concerns
Provide additional documentation if needed
Discuss with manager for clarity
Re-submit with corrections if appropriate

Operational Expense - Operational costs
Travel Expense - Travel-related expenses
Reimbursement - Personal expense reimbursement
Company Reports - Expense reporting

Need Help?

Contact your finance team for policy questions, your manager for approval process queries, or IT support for technical issues.

Submitting General Expense Requests

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