Managing business expenses doesn’t have to be a time-consuming hassle in Teamleader Focus. Add your expenses, approve them and finally send your approved expenses to your bookkeeping in just one click. Read all about setting a bookkeeping email address and sending your expenses here.

Do you prefer to watch our instructive video first? You can do so right here:

Why

Some of the biggest advantages of setting a bookkeeping email address to sync your expenses to are the following:  

• No more messing around with loose receipts and opening your email to send manual emails to your bookkeeper
• By reviewing and approving your expenses first, you stay in control and decide what actually belongs in your bookkeeping
• Send your expenses to your bookkeeper or bookkeeping in just one click, you don’t need to do anything manually anymore
   

How

Follow these steps to send your expenses to your bookkeeper:

1. Add your expenses to Teamleader Focus and make sure you approve them first.
2. In your expense, click on Configure bookkeeping email.
   
   
    
3. You’ll be redirected to Settings > Expenses where you can set up a bookkeeping email address for syncing your expenses.
4. Click on the + Icon.
5. Fill out an email address and select a company entity, and confirm that this is your bookkeeping email address.
   
   
   
   Know that you can pick multiple company entities for the same email address.
6. Click on Save.
7. After you’ve added an email address, you’ll receive the following message stating that your expenses will be sent from this ‘from’ email address. Add this address as an allowed sender in your bookkeeping tool, as lots of bookkeeping tools block external email addresses.
   
   
    
8. Return to the expense you want to send and click on the button Send to bookkeeper.
    
9. Review the email address and click on Send.
   • The email itself will have no content (body) except for the file in attachment. If it’s an invoice via Peppol, the attachment will be a UBL file, otherwise it’s a PDF file.
   • Currently it’s not possible to send expenses in bulk to your bookkeeper, or to send the expenses automatically (e.g. overnight).
10. Afterwards, you’ll be able to resend the document but we will give you a warning you’ve already sent it.
     
11. The ‘Bookkeeping status’ in the header of your expense will have changed to ‘Sent’.
    Notes:
    • If sending failed the status will change to ‘Failed’ and you’ll also receive an in-app notification and an email informing you of this.
    • If you’ve sent the expense to several email addresses but only one successfully arrived then we’ll still mark the status as ‘Sent’.
       
12. In the ‘Details’ tab of your expense you’ll find the activity feed at the bottom was updated as well.