Deep Dive: What is Scheduled Submit and how does it work?

Nicole Trepanier

What is Scheduled Submit?

All expenses must be placed on a report if they need to be approved; with Scheduled Submit, you no longer need to worry about the arduous task of employees creating their expenses, adding them to a report, and submitting them manually. All they need to do is SmartScan their receipts and Concierge will take care of the rest, on a variety of schedules that you can set according to your preferences!

How does it work?

1. Employees use the mobile app to snap a picture of their receipts, or forward them to receipts@expensify.com.
2. With our SmartScan OCR technology, we automatically create the expense entry associated with that receipt in their account, then the employee can add remaining coding details. 
3. If you want even less manual entry, employees can set expense rules in their account (such as applying a "Meals" category to each Panera receipt) or, as an Admin, you can set default-categorization settings in the policy. We can then set the appropriate categories, tags, and/or billable or reimbursable statuses for you!
4. Concierge will automatically place that expense on an open report in the employee's account. If they don't have any open reports, Concierge will create one for you, following any default report title settings (if you're using a group policy) you might have in place in the active policy at that time.
5. Depending upon the Scheduled Submit frequency set (more on that below), Concierge will automatically submit the expenses if they follow all policy rules. (Expenses with violations will be "held back" on a new open report, and the employee will be notified to correct them.) This means no more having to look through employee reports and giving them a nudge. Concierge will do it for you! 
6. Want to create the report automatically but don't want it to submit it automatically? Choose the manual option for the frequency.

When Concierge has taken action using Scheduled Submit, a comment will be added to the bottom of the report:

What do the frequencies mean?

• Disabled: Reports will not be automatically generated.
• Daily: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted nightly. Expenses that do have violations will stay behind on an open report until the violations are corrected, then harvested that evening (PDT). 
• Weekly: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted weekly. Expenses that do have violations will stay behind on a new open report and collect with any new expenses, then submit at the end of the next weekly cycle (on Sunday evening, PDT). 
• Twice a month: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted on the 15th and the last day of each month, in the evening (PDT). Expenses that do have violations will stay behind on a new open report and collect with any new expenses, then submit at the end of the next cycle. 
• Monthly: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted monthly. Expenses that do have violations will stay behind on a new Open report and collect with any new expenses, then submit on the evening (PDT) on the day you indicate.
• By trip: Expenses are automatically added to an open report with expenses less than 2 days prior within it. Should two days elapse without a new expense being created, the report will be submitted the evening of the second day. Subsequent expenses will create a new report. (Note: the '2 day' period is a date period, not a period of 48 hours).
• Manually: An open report will automatically be created and expenses will be added accordingly, but we will not submit the report automatically. Reports will need to still be manually submitted.

Side note on Scheduled Submit and personal card transactions: 

If you have Scheduled Submit enabled on a group policy, but your employees have cards imported into your account settings, rather than the company card feature within the domain, there are some prerequisites that need to be met before these personal card transactions will auto report.

1. The card must be set to non-reimbursable (Settings > Account > Credit Card Import > and click Settings under the card and make sure Reimbursable is disabled.) 
2. The card transaction must merge with a SmartScanned receipt image 

If the card is not marked as non-reimbursable and the corresponding receipt is not SmartScanned and successfully merged, the expenses will not be auto reported. 

Related Articles

• How-to: Enable scheduled submit for my Group policy
• How-to: Change the frequency of report submission
• Deep Dive: Using Scheduled Submit with company cards
• Deep Dive: What is Scheduled Submit for individual use
  

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