General

  1. Printing Graphic Reports

    Be able to print each graphic report individually

    2 votes
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  2. Report filtering and link to underlying claims

    It would be great in the 'Reports' section if you could see a list of all the claims that correlate to that report.

    It would also be useful to run a report based on a project budget rather than only by date.

    4 votes
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    0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  3. Multiple legs of a journey in one expense box

    Add more than one leg of a journey to a claim- e.g Amsterdam to London, London to Edinburgh that has been charged at one price. I don't know if you already said you were doing this but I'm coming across it now so thought I should pop it in here.

    3 votes
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  4. Record trips with manual distance and no locations

    It would be good if there was a way to input miles travelled without having a start and finish point. I have data from city cabs about the miles/co2 etc over each invoice and it would be inefficient to re-enter the data individually.

    1 vote
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    4 comments  ·  Flag idea as inappropriate…  ·  Admin →

    Thanks, we’ll consider this for the future. Allowing you to enter trips without locations has a reasonable impact on the overall system so we want to make sure it’s handled carefully.

    In the meantime as a workaround it doesn’t matter to the system what locations you use so you could put in anything and then override the calculated distance to whatever the total is on your invoice – the system will then calculate the carbon based on what you enter there.

    This will prevent you from linking different passengers for the various journeys though.
    For taxis, we use the DEFRA per-trip carbon factors (rather than the per-passenger) so your carbon figure will be correct, but your passenger distance travelled will be under-reported and individuals won’t see the taxis in their personal travel profiles.

    Is the city cabs data in (or available in) electronic format at all? Perhaps we could look…

  5. Allow users to copy an existing trip or expenses item

    It may speed up data entry if users can quickly copy a common or regular trip or expenses item from a previous claim.

    However, this also risks adding complication to the user interface and performance issues server-side, so won't be progressed unless there is sufficient demand.

    3 votes
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    2 comments  ·  Flag idea as inappropriate…  ·  Admin →
  6. Allow users to store scanned/photographed copies of receipts and documents

    Finance departments might get extra benefits if the system offered integrated storage of scanned receipts and invoices along with the expenses claim, potentially allowing organisations to move to an entirely paperless expenses system.

    This is a fairly big development area and would require users to start scanning/photographing which may not be possible in the short term - will be considered if there is sufficient interest.

    2 votes
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  7. Provide a sharing link for reports-only access

    Can there be a sharing link that would allow anyone read-only access to overview reports without having to give them an administrator account on the system?

    2 votes
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    0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  8. Allow entering multiple identical trips as one item

    For example, when claiming expenses for a rail pass or season ticket that will be used for several journeys between the same locations. Currently the system supports either 1 or 2 journeys by using the "Return?" checkbox but it would be useful if the user could enter any arbitrary number and have the distance multiplied accordingly.

    0 votes
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  9. Have email claim button

    For a carbon organisation there should really be a simple way to remain paperless. Once the user has submitted a claim we the organisation should receive an email to tell us claim has been logged.

    2 votes
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    2 comments  ·  Flag idea as inappropriate…  ·  Admin →

    Thanks for this suggestion. An email notification is on our medium-term plan, but our sense is that generally organisations will still need a paper copy of the claim since usually they’d want people to submit receipts and attaching them to the claim is a reliable way to organise that.

    On the longer-term plan, we’d think about people being able to upload/attach electronic copies of receipts at which point a fully email-based system might make more sense.

    Very happy to hear alternative views on this though.

  10. Saved journeys

    For people who make the same journey regularly it would be great to not have to input it each time.

    3 votes
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  11. Look up accurate vehicle emissions from registration number in the DVLA database

    Rather than using DEFRA factors, it is possible to access the DVLA database to get accurate emissions levels for a specific vehicle based on its registration number.

    This would allow for more accurate calculations, and avoid the issue of users having to work out what DEFRA size band their vehicle falls into.

    1 vote
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →

    We’re considering this suggestion.

    We need to review whether the DVLA figure takes account of real-world driving and vehicle maintenance patterns etc (as is covered by the DEFRA model) or whether it is the manufacturer’s plated emissions. It may be a more accurate benchmark for comparing vehicles, but a less accurate figure for long term emissions calculations?

    This integration would add a reasonable amount of complexity both for the system and for users, and may add ongoing costs, so we’ll need to hear from users how useful it would be to them.

  12. Support hybrid, LPG, etc vehicles for mileage

    The new DEFRA carbon factors provide a wider range of factors to take into account fuel type (hybrid, LPG, Diesel, Petrol etc) as well as vehicle size.

    Users should be able to select from this broader range of vehicle types for mileage claims, to get more accurate calculations.

    1 vote
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    under review  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  13. Log in improvements

    On the Log-in page, swap around the Forgotten Password and Log In buttons - it's easy to mistakenly go down to the Forgotten password automatically because it's next in line after you've put in your password.

    Ben

    0 votes
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  14. Allow claim items to be sorted by date

    Items on a claim are currently displayed in the order they were added, because many finance departments will want receipts attached to the claim form in sequence.

    At least one organisation would prefer the claim form to automatically sort items into date order to give some structure to the claim - this would require users to sort their receipts into the same sequence as the claim before submission.

    3 votes
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  15. Delete drafts

    Allow users to delete drafts in My Expenses

    2 votes
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  16. Filter the list of projects based on budget selected, and/or vice versa

    Several administrators have asked whether it's possible to limit the choices in the list of budgets based on the project the user selects, or to limit the projects based on the list of budgets.

    In at least one case, the organisation has a list of nominal codes / accounts categories that looks like this:

    Production 1
    ==========
    Production 1 Travel
    Production 1 Staff costs
    etc

    Production 2
    ==========
    Production 2 Travel
    Production 2 Staff costs

    They want to filter the lists so that if the user selects "Production 1" for the project they cannot select "Production 2 Travel" for the…

    1 vote
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  17. Provide a way to import historical expenses data to get comparisons more quickly

    Organisations new to the system could get historical comparisons of travel patterns, carbon and spending more rapidly if they were able to import older expenses claims (eg a spreadsheet or CSV from their accounts records).

    This would however still require a reasonable amount of manual work (for eg, identifying the origin and destination of all the old travel items and marking them up as proper locations) which organisations might not be able to justify.

    0 votes
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  18. Allow finance administrators to export expenses directly into their own finance system

    Provide an integration with eg Sage 50, Sage 200, and other common finance systems so that expenses claims can be directly imported into them (and marked paid automatically). This would be a major piece of development, but could be an option for the future if there was sufficient demand.

    3 votes
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  19. Email users a regular summary of their recent travel

    The system could email users on a regular basis with a summary of all their recent travel (whether on their own expenses claims or where another user has linked them as a passenger).

    This would help all staff to stay aware of their travel profile, and reduce the potential for trips to be missed or entered twice by making sure they're reviewed regularly.

    0 votes
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  20. Allow users to store locations for later based on their phone's GPS position

    It might be quicker for users to record their trips if they had the option to create and name locations from their phone's GPS while out and about, rather than having to find them on the map later.

    This is currently possible using the "find my current location" button on the map search interface, but you have to go to a claim and start creating an item to bring this up, so it would be good to have something less convoluted for use on-the-go.

    0 votes
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