EPI

CAdmi
nis
trat
ion

de
erGui
Expens
eCl
aim onyourfinger
ti
ps.
.
.

Us
User Guide Index I 2

Agenda
1. Introduction to expense claim 03

2. Expense claim and its features 04

2.1 Features of EPIC Client services expense claim 04

3. Abouts this manual 05

3.1 Objective of Expense Claim

05
3.2 Why you need to read this manual? 05

4. Problems faced by the companies 06

5. What Expense claim can Do? 06

6. Getting Started 07

6.1 Login
08
6.3 Dashboard 09
6-4 Expenses 10
6.5 Reports 12
6.6 Approval case 14
6.7 Profile 17

7. Contact Us 19

El EPIC Administration www.epeaservices.co.uk

User Guide Index I 2

Introduction
Most of the businesses in U.K have dramatically improved their efficiency, VAT
reclaims and costs visibility by shifting to an automated expense management
solution this has given them the cutting edge solution to save Lots of money and Expense Report
making it easier and quicker for the users to complete their claims in the process.
Many of the businesses have undertaken this step because they realize that user
expenses really matter to the whole business.

Expenses not only just the headache of an admin

Claiming and reporting any expense is a process that actually carries an impact
on many elements fostering the successful execution of a business strategy

.. •
productivity, cost control, visibility and user satisfaction. \

The processing of 20 or 200 claims per month needs a Lot of time to spent juggling . ,
Accountants ',� , ' Authorised Person
with various elements of expenses: from obtaining receipts to forms filing, to chasing � __
up the authorized approver, to finding out where their payment is. And while users ,
are preoccupied with the admi of expenses, they're not getting their jobs done. Approve
In most businesses, e users ar ev-en asked to compute the VAT themselves,
inspite of several omplexities. As if tfiis isn't bad considering, the users may wait
weeks to get t eir reimbursement if delays are backed by queries or uthorised Expense Claim on your Mobile App
app over bein�n bolid3¥ wen tbougb they mere ant thei oney back
? With the rapid transition of digital economy interfacing on mobile apps, each
and every businesses are busy in making user-friendly mobile app for reaching
PaQer an spreadsheet claim also create Lots of inefficiency and problems for the
its desired audience as quickly as possible. One such mobile app is EPIC Client
accounting team too. For instance, whoever manages all these expense claims
Services expense claim - your one-stop solution for all your expense claim
has to organize through and match the right ost centre codes to a pile of paper
within your reach. Just by tapping on EPIC Client Services expense claim app,
receipts and ensure the VAT calculations to oe accurate. Then, they must chase
down the users for missing receipts and manually verify to see whether or not you will be redirected towards entering your authorised Login details in order
to get started by clicking on expense claim under Client Services section.
the users are complying

El EPIC Administration www.epeaservices.co.uk

User Guide Expense Claim 14

Expense Claim
Tracking your receipts and managing expenses were never so handy but RECEIPT
once you do it on EPIC Client Services Expense Claim, everything gets
sorted out. All you need is to upload your receipt in either pdf, docs,
---------
jpg,jpeg, png or gif and the expense claim will automatically transcribe £3.99
your details. Furthermore, it will categorize your details and code each RECEIPT £0.99
receipt, and even directly submit your business expenses for approval
£2.70
and reimbursement. You can even track your personal receipts, submit Sandwich £3,99

--------
£45.00
business expenses to your company or collect expense reports from Water £0.99
colleagues. In short, expense claim is the perfect fitted tool to use for coffee £2.70
keeping track of your receipts and automate expense management. Fuel 1::45,00
£52.68 •• •
£52.68
2.1 Features of EPIC Client services expense claim Sub total £52.68

©
Total £52,68

Easy to track and submit your receipts and expenses.

@ Getting your reimbursement deposited directly in the users' account

after getting it processed.

G)
0
Easy reimbursement for User.

0 In general, expense claim approval follows the two stages:

© One stage approval (approval only by the one authorised approver).
@ Two-stage approval (approval by the rst authorised approver in the first
stage and second stage approval by second authorisec::I approver).

El EPIC Administration www.epeaservices.co.uk

User Guide About this Manual I 5

About this Manual

This manual is intended to be used by the user and the management in creating,
viewing approving or rejecting of EPIC client services expense claim. This manual
provides a ready guide for the user to create, view, edit, update, submit, and delete
the expense claims. The management can also use the former and approve or
reject the expense claim of their own and of user.

3.1 Objective of Expense Claim

EPIC Client Services expense claim is aimed to provide a real-life
practical software solution to simplify the routine expense invoice
management problems faced by professionals at work and making this a
professional practice to be followed by all.

3.2 Why you need to read this manual?

This manual provides you with informative stuff you wish to know about
everything from managing the travelling expense and entertainment
expenses of the user, from the hidden pitfalls of managing expenses
via spreadsheets and how to introduce them with the minimum ado for
maximum benefit.

El EPIC Administration www.epeaservices.co.uk

Us
erGui
de Aboutt
hisManual|6

Pr
obl
emsf
acedbyt
heCompani
es
1 Col
lect
ionofexpens
esi
ndi
vidual
lyf
rom ever
yus
er.

2 I
mpr
opermanagementofr
ecei
pts
.

3 Di
fficul
tyi
nas
ses
singeachr
ecei
ptcol
lect
edf
orcal
cul
ati
ngt
het
otalexpens
es.

4 Al
ongdr
awnpr
oces
stoappr
oveeachexpens
e.

WhatExpens
ecl
aim canDo?
1 Tr
ackt
heexpens
ecl
aim pr
oces
sofever
yus
er.

2 Theus
ercanvi
ew hi
s/herexpens
ecl
aimr
epor
tofaday/weekorper
iod.

3 Theusercanvi
ew,edi
t,update,downl
oad,del
ete,savet
heirexpens
ecl
aim det
ail
s
andal
souploadthei
rrecei
ptsinpng,j
pg,j
peg,gif
,pdfordocs.

4 Theauthori
sedper
soncanvi
ew allt
her
epor
tsf
oral
ltheuser
soft
hesameor
di
fferentdepart
mentandatt
hes ameti
meappr
oveorrej
ectt
hecl
aimsmadebyt
he
user
s.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
User Guide Login I 8

Login One-Time-Password (OTP)

Download EPIC Expense Claim from Playstore:
https://itunes.apple.com/us/app/epe-administration/id1447099502
https:l/play.google.com/store/apps/details?id,com.expenses.epea Enter the One-Time-PasS\vord

© In EPIC Client Services Expense (OTP) details as sent on your

registered email ID. Along with
Claim. login with your author ised the credentials.
username/email and password.
You will be redirected to OTP

••••••
screen.
One Time Password

@ Note: In case. if you have forgotten

your password. click on "forget
A
password" and you will be 1 2 3
navigated to "forgot password"
screen where you have to enter 4 5 6
Sign In your registered emaiLID.
7 8 9

® Click "Submit".
Upon submitting. an email will be
sent on your registered email ID
where you will be getting a new
pasS\vord.
Now you can login with your registered
email ID and new enerated paSS\vord.

EJ EPICAdministration www.epeaservices.co.uk
Us
erGui
de Navi
gat
ion|9

Navi
gat
ion Das
hboar
d
Ont
henavi
gat
ionmenu,
youwi
lls
eet
hef
oll
owi
ngt
abs
: Uponcl
icki
ngondas ds
hboar ect
ion,
you’
llber
edi
rect
edont
othedas dpage.
hboar

1 Das
hboar
d 1 Here,youwi
llfindyourli
stofcreat
ed
expenseandwhichissentforapproval
.
2 Expens
es
2 Youcanseethequickvi
ew ofyour
3 Repor
ts expens
eclai
ms t
atusandnumberof
expens
esmade.
4 Approval(
ifyouareaut
hori
sedappr
over
,
youwillbeabletoseethi
sappr
oval
3 Bycli
ckingonanyexpens e,
youcan
tab)
.
vi
ew theenti
redetail
sofyourexpens
e
cl
aim witht
helat
es tstat
us.
5 Atthebot t
om ofthemenus ecti
on,
you’l
lals
os eethe“ ”and“ ”
4 Now,att
hebott
om ri
ghts
ideofthe
i
cons .
Byus ingpr
ofileicon,youwi l
lbe
das
hboards
creen,
youcanseethe“ +
”
abletoseet hedetai
ledview ofyour
i
con.
profil
e.Byus ingl
ogouticon,youwi l
lbe
abl
etoexi
tfr
om yourpr
ofil
e.
5 Clckon“
i +
”iconi
nor
dert
ocr
eat
eyour
expens
eclai
m.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
0

AddExpens
e How t
oCr
eat
eExpens
e
I
nthenew expens
ecl
aim,
ent
ert
hef
oll
owi
ngdet
ail
sint
her
elevantfiel
dspr
ovi
ded:
1 Onceyou’ l
lberedi r
ect
edt ocreati
ng
yourexpens eclaim,ames sageboxwi l
l 1 e-Ent
Dat ert
hedat
eofexpens
es.
Cli
ck“
Ok”
.
bedisplayedwhi chwil
ls t
ate“All
ow
EpicAdmi ni
str
ationtoacces st
he 2 Cat y-Choos
egor ether
elevantcat
egor
yforexpens
efr
om l
istof“
Cat
egor
y”.
camerat otakethephot osorvideo?”
3 Des
cri
pton-Adddes
i cri
pti
onf
orexpens
es.
Cli
ckonthe“Al
low”i
conposi
ti
onedat
thebott
om oft
hemessageboxnextt
o 4 J
obRef
erenceNumber-Ent
eruni
quej
obr
efer
encenumber
.
“Deny”i
con.
5 Cur
rency-Choos
eyour“
cur
rency”i
.
e.£.
2 I
fyoucli
ck“Deny”,you’
llbeshowna
6 NETAmount-Ent
erNETamountoft
heexpens
es.
messagest
ati
ng“ Thesepermissi
ons
ar
emandatoryfortheappli
cati
on.
7 VAT-Ent
erVATamountchar
gedonyourNETamount–Remember
,it
Pleaseall
ow access”
.Click“Ok”icon
shoul
dnotbegr
eat
erthan20%
posit
ionedatthebot t
om oft hemessage
boxnexttothe“ Cancel”icon. 8 Ex
changeRat
e-Putexchanger
atei
fdi
ffer
sfr
om aut
oex
changer
ate.

9 al-Tot
Tot algr
ossval
ueget
sdi
spl
ayedi
nthe“
Tot
al”fiel
d.

1
0 Recei
pt-Upl
oadmul
ti
plebi
ll
s/r
ecei
ptsi
nthef
ormatofei
therpng,
j
pg,
jpegpdfordocs
.

1
1 Cl
ickon“
Creat e”pos
eNew Expens iti
onedatt
hebot
tom oft
hepage.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
1

Expens
esDr
aft
s Edi
tExpens
e

1 I
nexpens
esdraft
ss ect
ion,
youcan 1 Youcanedi
tanyattr
ibut
ein“
Edi
t
per
for
mthefol
lowingfuncti
ons
: e”Scr
Expens een.

2 Foredit
ing,
clckon“
i ”i
nor
dert
oedi
t 2 Onceedit
ed,cli
ckon“Updat
eExpens
e”
yourexpenseclai
m. posi
ti
onedatthebott
om oft
heEdi
t
expensesect
ion.
3 Tapanyoftheexpensecl
aiminor
dert
o
perf
orm anyact
iononexpens
es.

Upontappi
nganyoftheexpens
eclai
m,
4 youwil
lbeabl
etoseethetwoicons:
Greeni
conandRedicon.

5 Cli
ckon“ ”t
osubmi
tthes
elect
ed
expens
e.

Cli
ckon“ ”t
odel
etet
hes
elect
ed
expens
e.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
2

Expens
eSubmi
ssi
on Repor
tsSect
ion
1 Aftersubmit
ti
ngtheexpenseyouwi
llbe
1 Tapthescreentoper
for
m anyact
ionon
redir
ectedonReport
ssecti
on.
expensesdraf
ts.

2 Here,youcancheckt
hes
tat
usoft
he
2 Youcanal
sosel
ectmul
ti
pleexpens
esat
expense.
thesamet
ime.

3 UniqueRef erencenumberi
sgener
ated
3 Clckon“
i ”t
osubmi
tthes
elect
ed
againsteveryexpensesubmi
tt
edbythe
expens
e.
user.

4 Aft
ercli ngon“ ”expens
cki eis
4 I
fyourexpens
eis“I
nproces”i
s twi
llbe
successful
lysubmi t
tedtoappr
oval
i
ndicat
edbyyell
ow col
or.
andyouwi llr
eceivedtheconfir
mat i
on
mailfortheacti
onper f
ormedbyyou.
5 I
fyourexpens
eis“
Rej ed”i
ect twi
llbe
5 i
ndicat
edbyRedcolor
.
Theappr
oval
wil
lal
sobenot
if
ybyemai
l
t
hatexpens
eiscl
aimedbyt
heus
er.
6 I
fyourexpens
ei s“
Approved”i
twi
llbe
i
ndicat
edbyGr eencol
or.
6 I
fyoucl
ickon“ ”t
hes
elect
edexpens
e
dr
aftwi
llgetdel
eteds
ucces
sful
ly.
7 Cl
ickonyourexpensesclai
mit
em wit
h
j
ustonetapfr
om yourthumborfingerin
or
dert
ovi
ew i
t.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
3

Expens
eCl
aim Ref
erence Vi
ew Expens
eCl
aim
Thi
swi
lll
eadyout
oseeadet
ail
edvi
ew ofyourexpens
escl
aim.
1 You’l
lvi
ewyoursi
ngleexpensescl
aim
ref
erencenumbershownwithahastag#. Her
e,youwi
lls
eet
her
efer
enceno.
,pr
oject
/cos
t
code,
dat
eofs
ubmi
ssi
on,
cat
egor
yandnot
esof
2 Si
ngler
efer
encenumbermaycont
ain t
heexpens
ecl
aim madebyt
heus
er.
mult
ipl
eexpenses
.
Al
so,
youwi
lls
eet
hedes
cri
pti
on–adet
ail
ed
3 Youcanvi
ew eachandeveryexpens
eby not
eaddedbyt
heus
eri
nexpl
aini
ngwhatt
he
maki
ngs i
nglet
apfrom yourt
humbor expens
ecl
aimi
saboutasar
efer
ence.
fingeronit.
TheExpens
esCl
aim wi
llf
etcht
henetamount
4 Youcanal
sogettheopt
iont
ocreat
enew wi
thVATdet
ail
sasal
readyent
eredbyt
heus
er
expens
ebycl
i ngon“+”
cki i
con. whi
lecr
eat
ingt
hei
rexpens
esi
nthepr
evi
ous
s
ect
ion.

I
twi
lls
how t
het
otalamountoft
heexpens
e
cl
aim whi
chi
stober
eimbur
sedbyt
hecompany
t
her
eon.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
4

Appr
ovalPr
oces
s Appr
ovalSect
ion
Theus
eroft
heexpens
ecl
aim demandsacal
l-t
o-act
ionf
rom t
heaut
hor
isedappr
over
.The
expens
ecl
aim mi
ghtr
emai
nint
hepr
oces
sforal
ongt
imeunt
ili
tget
sappr
ovedbyt
he 1 You’
llfindtheexpensesi
nthe“Approval
”
aut
hor
isedappr
overt
otakeanact
ion:
eit
hert
oappr
oveorr
ejectasperhi
s/herdi
scr
eti
on. sect
ionwiththei
rname,dat
e,r
eference
no,st
atusandnumberofexpensetobe
Foraut
hor
isedappr
oval
,youwi
llbeabl
etos
eet
heappr
ovalt
abi
nyournavi
gat
ionbar
. made.
Onceyoucl
ickont
heappr
ovals
ect
ion,
youwi
llbeabl
etoappr
oveorr
ejectt
heexpens
e.
2 Thenumberofexpens esshowni
nthe
I
ngeneral
,expens
ecl
aim appr
ovalf
oll
owst
he approvals
creenindi
catethemul
ti
ple
t
wostages: expensescreat
edbyt heuser
.

1 Onestageapproval(
approvalonl
ybyt
he 3 Onceyoucli
ckanyoftheexpens eclai
m,
oneauthor
isedapprover
). youwil
lseethebr
iefover
view ofthe
2 expens
eclai
m.
Two-st
ageapproval(
approvalbythefir
st
author
isedappr
overi
nthefir sts
tageand
seconds t
ageappr
ovalbysecond
aut
hor
isedappr
over
).
Evenaut
hori
sedapprovercanal
socreat
e,edi
t,
vi
ew,del
ete,submi
tandevenapprovethei
rown
expenseclai
ms,
asdefinedi
n“Cr
eat
eexpens
es
secti
on”.

Asanaut
hor
isedappr
over
,cl
ickon“
Appr
oval
”
i
nthemenus
creen.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
5

Appr
ovalSt
age Rej
ect
ionPr
oces
s

1 Cl
ickon“ ”t
oappr
ovet
heexpens
e.
1 I
freject
edclickon“ ”Here,the
2 Aftercl
i ngon“ ”
cki amessagewil
lpop authori
sedpersonal
sohavetos ubmi
tthe
upont hescreenwhi
chwillst
ate reasonforr
eject
ti
ngtheexpense.
“expensesuccess
ful
lyapproved”
.
2 Aft
ergi
vingther
eas
ont
orej
ectcl
ickon
3 Theuserwil
lalsobenot i
fiedbytheemail “Pr
oceed”.
atthesametimer egar
dingappr
ovalof
3 Bycli
cki
ngon“ oceed”expens
Pr ecl
aim
theexpens
ecl ai
m
wil
lgetr
eject
ed.
4 I
ncas eof2ndapprovaluserwi l
lal
sobe
4 Theuserwil
lal
sobenoti
fiedvi
aemai
l
noti
fiedbyt heemailregardi
ngapproval
ofexpenseclai
mint hefirststageas wit
hthereasonment
ioned
approval1andhasbeenf orwardedto byofr
eject
ion.
2ndappr
ovals
tage.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
6

Si
ngl
eExpens
eCl
aim Vi
ew Second-
stageappr
oval
1 Bytappinganyoftheexpenseclai
mi n 1 Theexpensesappr
ovedwillbeshown
thesecti
onof“ExpensesCl m”wi
ai ll as“Appr
oval1”i
nthe“st
atus”column.
makeyout oseethedetai
ledview ofthe
expensesclai
m. 2 Theproces
sfol
lowst
hes
ameas
appr
oval1.
2 Bytappinganyoftheexpenseclai
mi n
thesecti
onof“ExpensesCl m”wi
ai ll 3 Asthesecondauthori
sedappr
over,
tap
makeyout oseethedetai
ledview ofthe anyofthe1stappr
ovedexpenseyou
expensesclai
m. wisht
oappr ovei
n2nds t
age

3 Youwi l
lal
soseethedes
cript
ion-a 4 Cl
ickon“ ”symboltoappr
oveor
detai
lednoteaddedbytheuseri
n “ ”symbolf
orrej
ect
inganyexpens
e
expl
aini
ngwhattheexpens
ecl
aimi
s
aboutasar
efer
ence.

4 Youwi
llal
sos
eet
henetamountwi
thVAT
andtot
alamountdetai
lsoftheexpens
e
cl
aimseeki
ngforyourapproval
/rej
ect
ion.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
7

CLONEi
nRepor
tsSect
ion Pr
ofil
e
I
nr epor tssect i
on,ifyourexpens egets
Asaus eroftheprofil
e,youcanseeyour
rejectedt henyoucanvi ew t
hereject
ed
profiledetai
lsi
nthemenus ecti
on,he( )
t
expens ecl aim as“ Rejected”underthe
posit
ionedonthebottom oft
hepagebefor
e
statuss ection.Ifyouwi shtore-senditf
or
thelog-out( ) .
appr ovalthenyoucancl oneit
furtherbycl i
ckingon“ ”t hi
sicon.
Youcanseeyourdetai
ledpr
ofil
eofyour
aut
hori
sedaccountas:

Youraut
hor
isedemai
laddr
ess
Pas
swor
d
Count
ry
Cur
rencyi
nGBP
PhoneNumber

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Expens
es|1
8

ChangePas
swor
d Logout

I
nt heChangepas s
wor
d Theusercancli
ck
secti
on,theus
ercan onthelogout( )
changetheexist
ing toexi
tfrom
password. his
/herprofil
e.

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk
Us
erGui
de Cont
actUs|1
9

Suppor
t

Expens
eCl
aim
I
fyouexper
iencedi
fficul
ti
esi
npr
oces
singyourexpens
ecl
aim orneedt
oenqui
reaboutas
ubmi
tt
edexpens
ecl
aim,
pleas
econt
actyourfinancet
eam.

Techni
cal
I
fyouexper
ienceat
echni
caldi
fficul
tywi
tht
heexpens
ecl
aims
yst
em,
pleas
econt
actt
heexpens
ess
uppor
tteam.

E:
suppor
t@epeas
ervi
ces
.co.
uk

EPI
CAdmi
nis
trat
ion www.
epeas
ervi
ces
.co.
uk