Use our Spenser app to take pictures of receipts, invoices and send them to your company in Basecone. It is also a great tool for you and your employees to create and send expense claims from anywhere and anytime. Before submitting an expense claim, ensure the expense module is enabled for your user and the Spenser app settings are correctly setup. More explanations can be found here.

Download the Spenser app for free in the App Store or Google Play Store. Login with your Basecone account and deliver your first invoice and / or expense claim! 

Experienced users - click on the topic below to see the new look & feel of the Spenser app. If you are a new user, please keep on reading.

Log in and select a company

When logging in the app the first time, enter your login credentials and create a pincode for faster login. These are the same login details of your online Basecone account. When you enter the app, the selected company is shown on top of the list. The selected company is where the invoice or expense claim is send to. If you have access to multiple companies, tap on the name of the company to select another company. Ensure the correct company is selected here.

Take a photo or upload an image from your mobile

Tap on the ➕ plus icon at the bottom of the screen to upload an image to the app. Two options will appear how you can upload an image:

  • Red icon to take a photo with the Spenser app 
  • Green icon to upload a saved image from your mobile. 

If the quality of the image is poor after the picture is taken, tap on Cancel to take a new photo. If you are happy with the image, tap on Use selection. After the image is taken, the following options will appear: One item or Multiple items. One item is selected by default. Read more about the camera function here.

Next step, define if the item is going to be send as an invoice or as an expense claim.

  • The invoice module is used to send receipts / invoices that are paid or still needs to be paid from the business account. 
  • The expense module is used to create expense claims for reimbursement. The user can easily indicate the amount of the expense and to which bank account the money should be transferred to. This module is by default disabled and can be activated by a Super user on the online application. Click here to read how the expense module can be enabled.

Steps to upload an invoice (Business payment)

After the image is taken and selected, it automatically switches to the screen Pending - Unassigned. Tap on the item to manage it in the screen Item Details. To upload the item as an invoice, choose the Payment method: Business payment. This option is selected by default if the expense module is not activated.

Complete the following fields:

  • Description* - The default filename is Item date and time (change if needed)
  • Tag - choose a tag (optional field or set a default tag)
  • Comments - Add a message (optional field)

When all fields are entered, tap on DONE at the bottom right of the screen to Send now and Save now and send later.  

  • Choose Send now to send the item right away 
  • Choose Save and send later to save the item and send it at a later time or adjust if needed. The item is saved in the Pending - Assigned screen. 

Steps to create an expense claim (Private payment or Credit card)

After the image is taken and selected, it will automatically switch to the screen Pending - Unassigned. Tap on the item to manage it in the screen Item Details. To create an expense claim, choose one of the payment method: Private payment or Credit card payment. Ensure the bank details are entered in the app settings under Settings - My details. Based on the selected payment method, this data is shown on the expense claim and helps the accountant understand which type of payment it is.

After the payment method is selected, you can:

  • Create a new expense claim: Tap on Expense claim* (see image below) and type in the name of the new expense claim and tap on CREATE.
  • Add item to an existing expense claim: If the existing expense claim already exists, the name of the expense claim will appear in the list for selection. Tap on the expense name to select it.

After the expense claim is selected, complete the following fields:

  • Description* - The default filename is Item date and time (change if needed)
  • Currency* - select a currency (only possible with a new expense claim)
  • Amount (incl. VAT)* - enter the total value of the item
  • Category* - Select a category 
  • Date* - Select the date of the receipt

When all fields are entered, tap on DONE at the bottom right of the screen to Send now and Save now and send later.  

  • Choose Send now to send the expense claim right away to Basecone 
  • Choose Save and send later to save the expense claim and send it at a later time or adjust if needed. The expense claim is saved in the Pending - Assigned screen

Add a new item or upload an item to an existing claim

At a later time, the saved expense claim can be managed in the Pending - Assigned screen. Tap on the line to edit the expense claim.

In the example above the name of the expense claim is April 2019. When you tap on the pencil at the top right of the screen, you can change the name of the expense claim or select another payment method. If you tap on the Item on the expense claim, you can re-edit the description, amount and category.

To add more items to the expense claim, tap on the ➕ plus icon to upload an image. Or repeat the steps above by taking a photo or upload a saved image and add the item to an existing expense claim.

Handy tips

  • Special characters are not allowed in the description field:  /  ?   *  <  >  | 
  • To delete an item in the Pending status or Expense, swipe the item to the left 🡄 
  • To send an item in the Pending status, swipe the item to the right 🡆
  • If you only submit expense claims in GBP, set this as a default currency in the app when you go to Settings - My accounting settings - Currency.
  • If you only deliver purchase invoice, set this as a default tag in the app when you go to Settings - My accounting settings - Tag. This prevents an extra click.
  • When the document is ready, we advise to send the document right away.
  • Only the last 25 items sent via the Spenser app are visible in the app. The complete archive can be viewed on the online application.
  • User must have the user role: (restricted) client user for the message and tag label to be send

See the FAQ Spenser page

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