Report Workflow

The reports workflow in Float allows users to easily create, submit, and manage reimbursement reports while ensuring accurate approval processes. Whether handling mileage, non-CAD expenses, declined reports, or the approval process itself, Float streamlines the entire workflow for reimbursement report management.

Creating and Submitting Reimbursement Reports

Follow these steps to create a report and submit your expenses for approval:

1. Request a Reimbursement:
   Click the blue “Request Spend” button or the “Request Reimbursement” button on the “My Requests” page.

2. Name Your Report:
   Name your report, select the relevant team, and choose an approval policy.

3. Add Expenses:
   Drag and drop receipts, browse for receipts, or create a blank expense and add a receipt later. Float will use AI-powered OCR to extract key information from your receipts, highlighted by a blue sparkle.

4. Submit for Approval:
   After adding all your expenses, click “Get Approval” to submit your report. You can also edit report details or delete the report if needed.

Mileage Expenses

If mileage is enabled, users can add mileage-related expenses to their reports alongside regular expenses:

1. Select Expense Type:
   Spenders can choose between Out-of-Pocket or Mileage as the expense type.

2. Mileage-Specific Form:
   When Mileage is selected, the form will update to display mileage-specific fields. These fields can be configured using the Reimbursement Submission Policy.

3. Automatic Reimbursement Calculation:
   Once the rate and distance are inputted, Float automatically calculates the reimbursement amount.

4. Combining Expense Types:
   Both Out-of-Pocket and Mileage expense types can be added to the same report.

Handling Non-CAD Expenses

Float supports reimbursements only in CAD, but non-CAD expenses can be converted within the report:

1. Add the Expense:
   Enter the expense date, select the original currency, and input the amount.

2. Automatic Currency Conversion:
   Float will automatically calculate the CAD equivalent using the exchange rate from the expense date.

3. Adjust the Reimbursement Amount:
   If additional costs need to be added to the report, you can manually input the reimbursement amount, and Float will display the adjusted exchange rate.

Resubmitting Declined Reports

If a report is declined, Float makes it easy to address and resubmit it:

1. Notification and Status Update:
   You’ll receive a notification, and the report’s status will update to “Action Required”.

2. Review Approver’s Comments:
   Check the approver’s feedback by clicking the “Comments” button.

3. Resubmit the Report:
   After making the necessary changes, resubmit the report. Only the approver who declined it will be notified, and the process will resume from where it left off.

Approving and Declining Reports

Approvers play a key role in the reimbursement process:

1. Approvers are notified when a report is submitted, based on the approval policy.

2. Pending reports will appear in the approvers “Needs Approval” tab. Approvers can approve reports directly or decline them with a comment explaining the reason.

3. If a report is declined and resubmitted, it will return directly to the original approver for further review.