Understanding Workflows
What is a Workflow
A workflow defines the complete journey of an expense claim in your organization from initial approval through payment and bookkeeping. Selecting the right workflow ensures claims are processed correctly according to your company’s systems and requirements.
Important
Your workflow choice determines which features and settings pages are available in Expense. Choose carefully based on your payroll, ERP, and payment systems.
Available Workflows
Different workflows are available depending on your country and integrated systems. Use the options below for your region. (Available for Norway, Sweden, Denmark).
Payment in payroll, ERP integration for re-invoice/bookkeeping
Claims are paid via payroll, while bookkeeping and re-invoicing are handled automatically through your ERP system integration.
Claim Flow
Approved → Transferred to ERP → Transferred to Payroll → Paid & Booked
Requirements
- Active ERP integration (Visma.net, Visma Business or Visma Global)
- General ledger accounts mapped to expense types
- Pay codes (recommended)
- Payroll system integration
What Happens - Step by Step
- Claim Approval
- Transfer to ERP System
- Processing in ERP
- Transfer to Payroll
- Processing in Payroll System
- Payment to Employees
Payment in Payroll, Manual Bookkeeping
Claims are paid through your payroll system, with bookkeeping files generated for manual import or reference in your accounting system.
Claim Flow
Approved → Transferred to Payroll → Paid → Transferred to Bookkeeping → Booked
Requirements
- Pay codes (mandatory Payroll, Agda)
- General ledger accounts (recommended)
- VAT (mandatory Agda)
What Happens - Step by Step
- Claims are approved
- Import to payroll system
- Process payment
- Mark as paid
- Generate bookkeeping file
- Import to accounting system
Payment in AutoPay, ERP integration for bookkeeping, tax report through payroll
Modern workflow using AutoPay for payments, ERP for bookkeeping, and payroll system for tax reporting only.
Claim Flow
Approved → Transferred for Payment → Paid (AutoPay) → Transferred to ERP → Booked
Requirements
- Employee bank accounts (mandatory)
- Active ERP integration
- General ledger accounts mapped to types
- Pay codes (recommended for reportable types)
What Happens - Step by Step
- Claim Approval
- Transfer to ERP System
- Processing in ERP
- Transfer to Payroll
- Processing in Payroll System
- Payment to Employees
Important Notes
- Final States: Claims need to have both “Paid” and “Booked” statuses to be fully completed. The order doesn’t matter.
- GLA Check: At the time of approval, the system ensures all expense types are correctly linked to general ledger accounts to avoid errors later.
- Agda Integration: For Agda, all expense types must have pay codes and VAT mapped before transferring.
- Automatic Re-invoicing: Expenses with customer codes are automatically re-invoiced to customers in the ERP system.
Payment in AutoPay, manual bookkeeping, tax report through payroll
Suitable for companies using AutoPay for payments but without ERP integration. Bookkeeping files are generated for manual processing.
Claim Flow
Approved → Transferred for Payment → Paid (AutoPay) → Transferred to Bookkeeping → Booked
Requirements
- Employee bank accounts (mandatory)
- General ledger accounts (recommended)
- Pay codes (recommended for reportable types)
What Happens: Step by Step
- Claim Approved
- Transferred for Payment
- Paid (Status from AutoPay)
- Transferred to Bookkeeping
- Booked
- Tax Reporting via Payroll
Important: Employees without valid bank accounts cannot have their claims paid through AutoPay. Ensure all employee bank accounts are registered before processing payments.