Complete guide to requesting approval for operational expenses in EasyDo 365 with streamlined workflow and tracking

Submitting Operational Expense Requests

Operational expense requests are a critical component of financial management in EasyDo 365, providing a structured workflow for employees to request approval for business-related expenses before or after they occur. This systematic approach ensures proper authorization, budget oversight, expense tracking, and compliance with company policies while maintaining the flexibility needed for smooth business operations.

The operational expense request system covers a wide range of business expenditures including office supplies, equipment purchases, maintenance costs, utilities, professional services, software subscriptions, and other routine business expenses. Each request includes detailed information about the expense nature, amount, justification, and supporting documentation, enabling managers to make informed approval decisions quickly and efficiently.

This comprehensive guide will walk you through the complete process of submitting operational expense requests, from accessing the approval system to filling out detailed expense information, attaching supporting documents, and tracking the approval status. Whether you're submitting a single expense or managing multiple requests, you'll learn how to leverage EasyDo's integrated approval workflow for efficient expense management.

Video Tutorial

Prerequisites

Before submitting operational expense requests, ensure you have:

An active EasyDo 365 account
A reporting manager or approval authority assigned
Access to your manager's chat or the approval system
Supporting documentation for the expense (receipts, invoices, quotes)
Knowledge of your company's expense approval policies
Appropriate permissions to submit expense requests

Submitting an Operational Expense Request

Open EasyDo Tasks App

Launch the EasyDo Tasks application on your mobile device.

Ensure you're logged in with your employee credentials.

Navigate to Manager's Chat

Open the chat conversation with your reporting manager or the designated approval authority for expense requests.

If you're unsure who your approval authority is, check with your HR department or refer to your company's organizational chart.

Within the manager's chat, tap the plus icon (+).

An options menu will appear showing various actions you can perform within the chat.

Select Request Approval

From the options list, tap on Request Approval.

The request approval menu opens, displaying all available approval request types.

Choose Operational Expense

From the request approval menu, tap on Operational Expense.

The operational expense request form will be displayed with all necessary fields for your submission.

Select Company

At the top of the form, select the relevant Company from the provided list.

If you work with multiple companies or divisions, ensure you select the correct entity for which this expense applies. This is crucial for proper accounting and budget allocation.

Enter Reference Number

Tap on the Ref No (Reference Number) field and enter a reference number for the expense.

The reference number can be:

Purchase order number
Invoice number
Internal tracking number
Budget code
Project identifier

Use a reference system that aligns with your company's accounting practices. If unsure, consult with your finance department or check company guidelines.

Select Expense Date

Use the date picker to select the date of the operational expense.

This should typically be:

The date the expense was incurred
The invoice date
The date of purchase
As specified in your company policy

Tap the date field to open the calendar picker and select the appropriate date.

Enter Expense Title

In the Title field, write a clear, descriptive title for the expense.

Best practices for expense titles:

Be specific and concise
Include key details (vendor, item, purpose)
Use consistent naming conventions
Make it searchable for future reference

Examples of good titles:

"Office Printer Supplies - HP Toner Cartridges"
"Software License - Adobe Creative Suite Annual"
"Equipment Maintenance - AC Unit Servicing"
"Professional Services - Legal Consultation"

Enter Expense Amount

In the Amount field, write the expense amount.

Important considerations:

Use numerical format only (no currency symbols)
Include decimal points for cents/paise if applicable
Enter the total amount including taxes (or as per company policy)
Double-check the amount for accuracy
Ensure it matches your supporting documentation

Add Notes (Optional but Recommended)

If you want to provide additional context or justification, tap on Notes and write detailed information.

Useful information to include:

Purpose and business justification for the expense
How it supports business objectives or operations
Why this expense is necessary
Budget line item or cost center
Any special circumstances or urgency
Comparison with alternatives considered
Expected benefits or outcomes

Detailed notes help approvers make faster, more informed decisions and reduce back-and-forth communication.

Add Supporting Attachments

To provide documentation for your expense, tap the Attachment button and select files from your device.

Common attachments include:

Receipts: Proof of purchase or payment
Invoices: Vendor bills or billing statements
Quotes: Price quotations from vendors
Purchase Orders: Official purchase documentation
Photos: Images of purchased items or services
Contracts: Service agreements or contracts
Approvals: Pre-approvals or budget authorizations

Best practices for attachments:

Use clear, legible scans or photos
Include all pages of multi-page documents
Use PDF format when possible for formal documents
Name files descriptively before attaching
Ensure file sizes are reasonable for mobile viewing
Attach all required documents in one submission

Review and Submit

After filling in all required information, carefully review:

Company selection
Reference number accuracy
Date correctness
Title clarity
Amount accuracy (compare with supporting documents)
Notes completeness
All necessary attachments included

When everything is correct, tap the Submit button at the top right corner.

Confirmation and Tracking

After submission:

You'll receive a confirmation that your request has been submitted
The request status changes to "Pending Approval"
Your manager receives a notification about the pending request
The request appears in the chat thread with all details
You can track the approval status in your requests section

After Submission

Approval Workflow

Once you submit an operational expense request:

Manager Notification: Your reporting manager receives an instant notification
Review Process: Manager reviews the request details and supporting documents
Approval Decision: Manager can:
- Approve: Request is approved and can proceed
- Reject: Request is denied with optional reason
- Request More Information: Manager may ask for clarification or additional documentation

Tracking Request Status

Monitor your request through multiple channels:

Chat Interface:

Request appears as a card in the manager chat
Status updates appear in real-time
You can see current approval stage

Requests Section:

Access all your submitted requests
Filter by status (pending, approved, rejected)
View request history and timelines

Notifications:

Receive alerts when status changes
Get notified of approvals, rejections, or requests for information

If Additional Information is Requested

If your manager needs more details:

Receive notification requesting additional information
Open the original request
Reply in the chat thread with requested information
Attach any additional documents if needed
Manager re-reviews with new information

Upon Approval

When your request is approved:

Receive approval notification
Request status changes to "Approved"
Proceed with the expense or purchase
Finance/accounting department may be automatically notified
Approved amount is tracked against budgets
Document the transaction for reconciliation

If Rejected

If your request is rejected:

Receive rejection notification with reason (if provided)
Review the rejection reason carefully
Address the concerns raised
Modify your request if appropriate
Re-submit if circumstances change or issues are resolved
Discuss with your manager for clarification

Types of Operational Expenses

Understanding what qualifies as operational expenses:

Office Supplies and Equipment

Stationery and office supplies
Computer accessories and peripherals
Furniture and office fixtures
Small equipment and tools
Printer supplies and consumables

Utilities and Services

Internet and telecommunications
Electricity and water (if applicable)
Cleaning and maintenance services
Security services
Waste management

Professional Services

Consulting fees
Legal services
Accounting and audit fees
Training and development
Professional memberships

Maintenance and Repairs

Equipment servicing and maintenance
Building repairs and maintenance
Vehicle maintenance (if applicable)
IT support and repairs
Facility upgrades

Software and Subscriptions

Software licenses and subscriptions
Cloud service subscriptions
Business tools and applications
Domain and hosting fees
Database access fees

Marketing and Advertising

Marketing materials and collateral
Advertising expenses
Promotional items
Event sponsorships
Digital marketing services

Best Practices for Expense Requests

Before Submitting

Check Budget Availability: Ensure funds are available in the appropriate budget
Verify Authority Limits: Confirm expense is within your approval authority or requires escalation
Get Quotes: Obtain multiple quotes for significant expenses
Check Policies: Review company expense policies for compliance
Gather Documentation: Collect all receipts, invoices, and supporting documents

Writing Effective Requests

Be Specific and Clear:

Provide all necessary details upfront
Explain the business need and justification
Include context that helps approval decisions

Justify the Expense:

Explain how it supports business objectives
Show return on investment when applicable
Demonstrate necessity vs. nice-to-have

Provide Comparisons:

Show you've considered alternatives
Explain why this option is best value
Include quotes from multiple vendors if applicable

Be Timely:

Submit requests well in advance of need
Don't wait until the last minute
Allow time for approval process

Documentation Standards

Quality Requirements:

Clear, legible images or scans
Complete information visible
Color scans for better readability
Proper orientation

Completeness:

All pages of multi-page documents
Both sides of documents if relevant
Related documents grouped together
Nothing cropped or cut off

Common Mistakes to Avoid

Incomplete Information: Missing key details delays approval
Poor Documentation: Unclear or missing receipts causes issues
Wrong Amount: Mismatched amounts between form and receipt
Vague Descriptions: Unclear titles make tracking difficult
Late Submission: Submitting after expense already incurred (if pre-approval required)
Wrong Approver: Sending to incorrect manager or authority
Budget Ignorance: Not knowing budget status or limits

Financial Controls and Compliance

Approval Hierarchies

Understand your organization's approval structure:

First Level: Direct manager approval for small expenses
Second Level: Department head for mid-range expenses
Executive Level: Senior leadership for large expenditures
Board Level: Board approval for major capital expenses

Budget Tracking

Operational expense requests interact with budgets:

Approved requests deduct from available budget
Rejected requests don't affect budget allocations
Over-budget requests may require special approval
Budget owners receive notifications for their cost centers

Audit Trails

The system maintains complete records:

Submission timestamps and details
All approvals and rejections
Document versions and changes
Communication and clarifications
Final disposition and accounting entries

Tax and Accounting Integration

Expense data flows to accounting systems:

Categorized by expense type
Tagged with cost centers or projects
GST/VAT tracking where applicable
Integration with accounting software
Reconciliation with bank statements

Troubleshooting

Cannot Find Request Approval Option

If you can't access the request approval menu:

Verify you're chatting with your designated approval authority
Check that you have permission to submit expense requests
Ensure app is updated to latest version
Contact HR to confirm your reporting structure
Try accessing from the main menu instead of chat

Attachment Upload Fails

If you can't upload supporting documents:

Check file size (reduce if too large)
Verify file format is supported
Ensure stable internet connection
Try compressing large images
Use PDF for multi-page documents
Check device storage space

Request Not Received by Manager

If your manager doesn't see the request:

Verify you sent to correct manager
Check manager's notification settings
Confirm request was actually submitted (check your sent requests)
Ensure manager is logged into same company workspace
Contact IT support if issue persists

Editing a Submitted Request

If you need to modify a pending request:

Most systems don't allow editing after submission
Contact your manager to reject the request
Submit a corrected new request
Some systems may allow withdrawal and resubmission
Check with your IT department for specific capabilities

Tips & Tricks

Template Recurring Expenses: Save details for regularly recurring expenses for quick resubmission
Batch Similar Requests: Group similar small expenses into one request if policy allows
Mobile Photo: Use app's camera to immediately photograph receipts
Cloud Storage: Store copies of receipts in cloud drive before attaching
Reminder System: Set reminders to follow up on pending approvals
Expense Categories: Learn your company's expense categories for proper classification
Pre-Approval: For large expenses, discuss with manager before formal submission
Detailed Notes: More context means faster approvals and fewer questions
Timing: Submit early in the week for faster turnaround
Track Budgets: Monitor your department's budget status regularly

Approval Workflows Overview - Understanding all approval types
Contract Approval - Requesting contract approvals
Vendor Payment - Submitting vendor payment requests
Travel Expense - Travel and entertainment expenses
Reimbursement - Personal expense reimbursements
Company Reports - Viewing expense reports

Need Help?

If you need assistance with operational expense requests:

Finance Team: Contact finance for policy questions or budget inquiries
Manager: Discuss unclear situations with your reporting manager
HR Department: Get clarification on approval authorities and workflows
IT Support: Technical issues with the app or submission process
Training: Request expense management training
Policy Documentation: Review your company's expense policy manual

Submitting Operational Expense Requests

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