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 automatically or in just one click. Read all about setting a bookkeeping email address and (automatically) 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 automatically or in just one click, you don’t need to do anything manually anymore
   

How

Follow these steps to send your expenses to your bookkeeper or your bookkeeping tool email address:

1. Add your expenses to Teamleader Focus and make sure you approve them first.
2. In your expense, click on Enable sending to bookkeeping tool.
   
    
3. You’ll be redirected to Settings > Expenses where you can set up a bookkeeping tool email for syncing your expenses.
4. Click on the + Icon.
   
   • Fill out a bookkeeping tool email address and select a company entity. Know that you can pick multiple company entities for the same email address.
     Note: if there's an expense 
   • 'Auto sync to bookkeeping tool': you can set this to 'When approved'. In this case, your expenses will be automatically sent to your bookkeeping tool email after 1 hour, if they are approved and were not sent before. Note that this will start working for new expenses that meet that condition, but there is no historic sending.
   • Confirm that this is your bookkeeping tool email address.
5. Click on Save.
6. 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.
   
    
7. If you haven't auto synced your expenses to your bookkeeping tool, return to the expense you want to send and click on the button Send to bookkeeper.
   
   
   Review the email address and click on Send.
    
8. The email itself will have no content (body) except for the file in attachment. If it’s an expense invoice via Peppol, the attachment will be a UBL file. For non-Peppol expenses, it will be a PDF file.
   Note: in case of a Peppol expense invoice: if the supplier included a code for PDF generation and/or additional attachments within the UBL/XML file, this code will also still be included.
9. Afterwards, you’ll be able to resend the document but we will give you a warning you’ve already sent it.
    
10. 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’.
       
11. In the ‘Details’ tab of your expense you’ll find the activity feed at the bottom was updated as well.
12. If auto syncing of approved expenses is off, know that you can also send your expenses in bulk to your bookkeeper by selecting them. Read all about it here.

Multiple company entities

If you have multiple company entities in Teamleader Focus, you need to set up a bookkeeping tool email address for each entity. If an email address is configured for company entity A but not for company entity B, the 'Enable sending to bookkeeping tool button' will remain visible for expenses of entity B, indicating that an email address still needs to be set up.