Navisteps is a cloud expense management solution tailor-made for businesses to control, track and manage spend efficiently. Smart spending policies, automated receipt tracking, travel management, complete analytics and accounting integrations — we take care of your pre-accounting processes so you can focus on your business.
If you have yet to sign up for a company account, you can check out our guide to set up one now. Do not hesitate to request for demo if you would like to find out more or need more assistance and our team will be in contact soon!
To get your company started on Navisteps, we have put together a simple summary of steps to take to set up your company account.
If your company account has been set up and you would like to join your company, please refer to our Getting started guide for user article instead.
Step 1 - Onboard users to your company account
There are various methods (listed as follows) you can choose to easily add new users to your company's Navisteps account.
- Share the company invite URL to allow anyone with your pre-determined email address domain(s) to sign up
- Invite by email
- Input user details manually
- Bulk import user using CSV
Detailed guides on each method are also available here.
It is recommended that companies define whitelisted email domains, so that only users with email addresses under whitelisted email domain(s) would be allowed to register an account with the company. Find out how to do so here!
Step 2 - Set up invoice profiles
Invoice profiles are used to differentiate between different legal entities that users' purchases and fees should be invoiced to, and also to manage payment methods for each entity.
If invoice profiles are not set up, all billings will be applied to a Default Invoice Profile that we automatically create based on your company’s name that was entered during registration of your company’s account.
Learn more about invoice profiles in the following sections:
- What is an invoice profile?
- Setting up invoice profiles
- Manage company payment options in invoice profile
- Assign users to invoice profiles
Step 3 - Define your company policies (Recommended)
You can customise the company's travel and expense policies here, and assign a set of policies to each group. The policies work to enforce rules and restrictions that you define in users' travel selections and expense submissions.
If policies are not set up, all groups will be assigned the same Default Policy by default, where no restrictions are applied.
Learn more about policies in the following sections:
- Setting up flight / hotel / expense policy
- Definition of flight policy rules & exceptions
- Definition of hotel policy rules & exceptions
- Definition of expense policy rules & exceptions
Step 4 - Set up user groups (Optional)
Groups make it easy for admins to configure different approval processes for different teams or different reporting levels in the company. It is also useful for filtering relevant insights for travel and expense spending at the group level.
If groups are not set up, all users will be assigned to the same Default Group by default.
Learn more about groups in the following sections:
Step 5 - Customise expense categories
Expense categories help to classify travel and employee expenses for more useful reports.
By default, a set of common business expense categories is already available for all accounts, so set up is not required for users to start using the expense reporting function immediately to file their claims. Delete or add your own expense categories to ensure it stays relevant to the company’s needs!
Learn more about expense categories in the following sections:
- What are expense categories?
- Setting up expense categories
- Activate / deactivate expense categories
- Delete expense categories
Step 6 - Create report labels (Optional)
Labels are short phrases or names that users can utilise to tag their travel or expense reports with, to enable easy consolidation and categorisation of data for review or reporting purposes. This is especially helpful when the company wants to track costs related to a project that spans across more than one trip or expense report.
Learn more about labels in the following sections:
- How do labels work?
- Setting up labels
- Tagging labels to reports
- Make labels mandatory for all reports
Step 7 - Customise tax rates (optional)
Tax tracking is disabled by default. If your company needs to track taxes for expenses, easily create the tax rates that are applicable for your business based on your business location and the goods and services that your business deals with. Once you have set up your taxes, users will be able to associate the correct tax rates to their expenses!
Learn more about taxes in the following sections:
Step 8 - Customise cost centres (optional)
Cost centres can be used for tracking of business expenses by user departments, functions or projects.
Learn more about cost centres in the following sections:
- How do cost centres work?
- Setting up cost centres
- Activate / deactivate cost centres
- Tagging cost centres to reports
With that, you are all done setting up for the company! Don't worry if you have missed something out or if circumstances have changed later on, simply revisit and amend the settings as and when you need to.