eBrigade Expense report module
Close expense reports with no paperwork and no accounting re-entry
Expense reports handed in on paper or by email get lost, receipts go missing, and every reimbursement starts with manual re-entry. The module lets members enter an expense from their phone — or even scan the till receipt to pre-fill the amount, date and category automatically — route it through a timestamped approval workflow (single or two-step approval), and track each report through to reimbursement. From the field to the bank transfer, the expense is entered only once.
These buttons are about the full eBrigade subscription: this module is included at no extra cost in every plan.
Mobile expense entry with AI receipt scanning, double approval and tracking until reimbursement.
What is the eBrigade Expense report module?
Mobile expense entry with AI receipt scanning, two-step approval and tracking right through to reimbursement. It is included at no extra cost in every eBrigade plan.
Why use Expense report?
Members fill in their expense reports on paper or in a personal Excel file, send them to you by email or drop them in a physical box. The person in charge spends time checking receipts, chasing latecomers, then re-entering amounts by hand to trigger reimbursements. Nobody knows what stage a report has reached, or whether the receipt was actually received, and there is no traceability between the expense declared and the actual reimbursement date.
What Expense report changes in eBrigade
Each member enters their report directly in eBrigade, with a photo of the receipt, linking it to a configured expense type and, if needed, to an event in the schedule. The person in charge approves or rejects in one click, with single or two-step approval depending on your configuration, and every status change is timestamped and notified by email with the report’s PDF attached. Members follow progress without chasing the accounts team, and the Excel export by period enables reconciliation with no re-entry at all.
What you can do with Expense report
Members enter each expense line — type, amount, comment — and upload the receipt (photo or PDF) to a drag-and-drop area, from their phone or their browser, without waiting to get back to the office.
When the AI assistant module is enabled, a “Scan my receipt” button opens the camera, analyses the receipt and automatically pre-fills the amount, date, category and comment of the expense line, attaching the photo as proof.
Each report follows a timestamped workflow — created, submitted for approval, approved, reimbursed, or rejected with a reason. Two-step approval is enabled in the configuration to require two successive approvals before reimbursement, with each step recording its author and date.
You define your own expense types grouped by category, with a unit price and unit (for example a rate per kilometre): the amount is calculated by entering the distance. Sensitive types display a warning to the approver, and an annual reimbursement cap and a mileage cap can be configured.
Members can waive their reimbursement and turn it into a donation to the organisation with a single switch. At each step, the right person (treasurer, approver) receives an email notification with the automatically generated PDF of the report, with the event and organisation shown.
A dashboard filters reports by person, status, level, organisation and period, with associated statistics. The treasurer marks receipts as received and verified, and the Excel export (beneficiary, level, date, amount, donation, status, comment) applies the active filters, ready for the accounts.
Step by step
Members add their expense lines and photograph each receipt — or scan the till receipt directly, which pre-fills the amount, date and category when the AI assistant module is active — then link the report to an event if necessary.
The person in charge is notified by email with the report’s PDF, reviews the receipts and approves or rejects from their own area. With two-step approval, a second approval is required. Every action is timestamped through to reimbursement.
The treasurer tracks all reports on a dashboard filterable by person, status, level and period, marks receipts as verified, and exports the selection to Excel — ready for reconciliation, with no re-entry.
Where this module really pays off
Associations and volunteering: reimbursement of volunteers’ travel and equipment expenses, with photo receipts and the option for volunteers to turn their reimbursement into a donation to the association.
Fire and rescue services (SDIS) and civil protection: expense reports linked directly to the eBrigade event, configured mileage rates and two-step treasurer approval before reimbursement.
Training centres: expenses of freelance trainers entered in eBrigade, receipts checked by the person in charge, tracked through to reimbursement and exported by period.
Civil protection and field operations: AI till-receipt scanning from a phone during the deployment, to enter an expense in seconds with no re-entry on return.
Frequently asked questions
Can members submit their expenses from the field, without access to a computer?
Yes. Entry is available from the mobile app and the browser. Each line has an expense type, an amount and a comment, and the receipt is uploaded by drag and drop (photo or PDF). The report can be linked to an event in the eBrigade schedule.
Is AI receipt scanning included in the Expense report module?
Scanning a till receipt — which automatically pre-fills the amount, date and category of an expense line — relies on eBrigade’s AI assistant module. When it is enabled on your instance, a “Scan my receipt” button appears in the entry screen. Without the AI assistant module, manual entry with a photo receipt remains fully available.
Can two approvals be required before reimbursing?
Yes. Two-step approval is enabled in the module configuration: the report must then be approved at two successive levels before it can move to reimbursed status. In single mode, one approval is enough. Each approval records its author and timestamp, and a rejection requires a reason.
How are mileage expenses and reimbursement caps handled?
You create expense types with a unit price and a unit (for example an amount per kilometre): the total is calculated from the distance entered. An annual reimbursement cap and a mileage cap can be configured, and mileage expenses can be excluded from the annual cap calculation.
Is the person in charge notified, and is tracking traceable?
Yes. At each step (submission, approval, reimbursement, rejection), an email notification is sent to the right person with the report’s PDF attached. The dashboard lists reports by status, person, level, organisation and period, with every status change timestamped and logged.
How is the data retrieved for the accounts?
The treasurer marks receipts as received and verified, then exports the reports to Excel. The export applies the active filters and includes the organisation, beneficiary, level, date, amount, donation and status columns, ready to use directly for accounting reconciliation. eBrigade’s Accounting module also has a page for tracking reimbursements.