With Spesenfuchs, you enter and manage trips, receipts and other expenses, and can then review them, approve them and hand them over to your accounting.
This quick start guide takes you step by step through the most important settings and functions. If you are setting up Spesenfuchs for the first time, we recommend going through the following steps in order.
1. Set up your company and basic settings
Start with the basic settings for your company. Check your master data and select the chart of accounts you want to work with.
Spesenfuchs is then ready for further setup.
→ Set up your company and basic settings
2. Set up users, roles and permissions
If several people work with Spesenfuchs, create your employees as users and specify which functions they may use.
Among other things, you can specify who may enter their own expenses, who enters expenses for other users as a deputy, who takes on administrative tasks and who can act as an approver.
→ Set up users, roles and permissions
3. Prepare payment methods and account assignment
Before the first expenses are entered, you should check the payment methods your company needs and the account assignment.
Among other things, this determines how expenses were paid and how they are later prepared for accounting.
→ Set up payment methods and account assignment
4. Enter trips and receipts
Now you can get to know the actual work with Spesenfuchs.
Expenses can be entered either as part of a trip or as an individual receipt. For trips, Spesenfuchs also supports meal allowances, travel costs and other travel-related details, among other things.
Receipts can be uploaded or captured with the Spesenfuchs app and then assigned to the corresponding expenses.
→ Enter your first trip or expense
5. Set up review and approval
If employees are to have their expenses approved before further processing, you can set up an approval workflow.
Specify which users may act as approvers and which employees they are responsible for. An employee can also be assigned several approvers.
→ Set up and get to know the approval workflow
6. Hand over expenses to accounting
Approved expenses can then be provided for accounting.
Depending on your accounting system, different export options and integrations are available. Set up the export that suits your company and check which data is transferred to accounting.
→ Set up export and accounting
Done – the most important basics are set up
Once you have completed these steps, you know the basic processes in Spesenfuchs: from setup to entry and approval to handover to accounting.
You can find further detailed instructions for individual functions and settings in our help center.
Additional video tutorials
Video tutorials that show basic processes in Spesenfuchs are also available.
Note: The Spesenfuchs user interface has been developed further since some of the videos were created. Individual views may therefore differ from the current application. For current operation, we recommend the help articles linked above.