1. eXpense365 guide
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2. contents Downloading the app Registering an account Signing in
Adding personal details
Changing password
Forgotten password
Account privileges
Making a claim
Claim status
Notifications
Approving/rejecting a claim
Balance and transactions
Still need help?

3. downloading the app
The app can be downloaded on any iOS or android device.
Click your selection:
iOS
Android
Unfortunately other systems are NOT currently supported. Please visit SU reception desk to file a claim on one of our tablets.
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4. registering an account
Click here to begin the process of registering an account.
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5. registering an account
Use your UEA name when registering an account. You won’t need to fill out ESN.
Such as:
If you have already registered then click here to sign in.
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6. registering an account
Once you’ve registered an account you will be ed a password to the address you used to create the account and the app will automatically send you back to its default opening page.
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7. signing in Use your UEA name email to sign in.
You will have received an of a password that you can use to sign in. This can be changed to something more memorable in the future.
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8. menu page This is where you make a claim.
This is where you can view your society/clubs transactions.
This is where you will receive notification of claims that need approving or the status of your claims.
This is where you can change your personal details.
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9. details
You will need to input your personal details before you can use the app.
Click here to update these details.
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10. my details page
You will need to fill out your details so that you can use the app.
Bank details must be completed whilst vehicle details are not compulsory.
Approver section must be left as shown.
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11. password change
To change your password you will need to go onto settings.
Click here to change password.
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12. password change
Click here to change password.
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13. password change
You can now fill out this page to create a new password.
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14. forgot password
All you have to do to request a new password is to enter your UEA name address and click forgotten password and a new password will be ed to you.
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15. account privileges
You should now be all set up to use the app and all its feature. Presidents, secretaries and treasurers are considered signatories and have added privileges and access within the app. Other members of your society/club can only make claims and see some notifications.
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16. signatory privileges
Signatories have the added access of seeing the expenditure/income PDF of their society/club.
In addition they must approve all claims for their society/club which they would receive notifications for.
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17. who are you?
Only presidents, secretaries and treasurers are signatories; any other committee members or society/club members will not have signatory account privileges. Click the section you belong to:
Signatory section
Other committee members or society/club members
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18. making a claim
To start the process of making a claim you will need to click on the Expenses icon.
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19. expense claims page
You will need to click on New to start creating your claim.
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20. claim details
You will need to input the student group you're a part of in addition to adding a reference to the claim, such as your name.
You will now need to click the expenses option on the bottom of the screen.
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21. adding an expense
Now select the option New in the top right hand of your screen.
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22. adding an expense
You will need to pick a selection from the drop down list by clicking the Type option.
You will also need to add the date of the purchase here.
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23. adding an expense
After selecting your type of purchase you made you will need to add the amount you are claiming back here.
You can then hit the save button in the top right hand corner.
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24. deleting an expense
By swiping left on the expense you will be allowed to delete the expense or by clicking the button to left of the New you will also be capable of deleting the expense.
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25. adding a receipt
You will now need to add a receipt. You can do this by firstly clicking the Receipts option. Claims will only be approved if there are valid receipts provided for all transactions.
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26. adding a receipt
You will now need to select New. This will allow you to add a picture of the receipt.
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27. adding a receipt
Once the below is completed you can click save to continue.
You will need to add a description of receipt to match the expense.
You can add a receipt by clicking the picture option.
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28. deleting a receipt
By swiping left on the receipt you will be allowed to delete it.
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29. multiple expenses and receipts
You can add multiple expenses and receipts into your claim.
You shouldn’t create separate claims for individual transactions.
Once done you will need to click Claim.
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30. completing a claim
Once you have added all your expenses and their receipts you can click Claim to begin to getting it approved.
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31. completing a claim
You now have made your claim ready and need to save it. You can do this by clicking the Save button at the top right of your screen.
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32. completing a draft claim
Once a claim has been saved you will be provided with an Internal No. that will being with PQU as shown on the left.
Take a note of the PQU number for reference if required.
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33. submitting a claim
Your claim is now saved as a draft and needs to submitted for approval. By clicking the upload option you can Submit the claim for approval, delete the claim or just view the claim as a PDF.
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34. submitting a claim
You now can select one of the 3 options provided. By clicking submit for approval you will be one step away from completing your claim.
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35. approval request
Your claim must be approved by your society/club’s 3 signatories.
If you are one of the 3 then your replacement approver would be one of the active student officers as shown here.
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36. approval request
You can now hit the Send button here which will mean you have completed your claim and you will now be waiting for your claim to be approved and paid.
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37. claim status Your claim now will have a status of waiting approval.
Once all 3 approvals have completed you status will change to approved.
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38. claim status
Once your claim has been approved the claim will move to the Approved tab and the Internal No. will change and should now begin with PIN. You can see the new No. by clicking the claim.
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39. claim status
Once a transaction has been processed by the SU finance team your status will change from approved to paid and shall move to the Paid tab. This only occurs on a Wednesday. You should receive the payment into your bank account the Friday after your claim has been processed as paid.
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40. notifications for a claim
You will receive 2 separate notifications for when a claim has been approved and paid. Click notification to view them. You will also receive push notifications if your phone settings allows it..
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41. notification of an approval
This notification shows that your request has been approved by the 3 signatories or approvers.
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42. notifications for signatories
Signatories will get a notification when a member of their society/club put a claim through the eXpense365 app.
Signatories have the power to approve or reject claims.
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43. notifications for signatories
By clicking notification you will be shown a notifications page where a request has been put through by one a society/club member.
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44. notification of a claim needing approval
By clicking on this notification you will be able to approve, reject or delegate the claim. In addition you will be able to see more details about the claim such as the expenses and receipts.
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45. expense claim
This now shows you all the information associated with the expense claim and you should have been provided a receipt for every item you see which can be found in the page before.
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46. approving a claim All receipts must be provided for all expenses.
Receipts must be clear and be fully visible and from this academic year.
If the transaction was via invoice proof of payment and original invoice should be provided.
Cash in hand transaction require a signed receipt from recipient.
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47. approving a claim You may not make claims for alcohol.
If all the stated conditions are not met then you should reject a claim.
If all signatories approve a claim that we believe should have been rejected it may not be fully processed and may show approved but will not be paid.
Having a negative balance in your account will mean a claim will not be paid.
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48. documents
The documents icon will send you forward to a page where you can access a pdf of your society/clubs account finances. This is only accessible by signatories.
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49. opening the pdf
By clicking the option provided you will be able to see your society/clubs balance and the income and expenditure of the last academic year.
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50. pdf explained
Anything that starts with MSL is a transaction made on the SU webpage and are usually incoming cash. Otherwise Balance Bfwd is just describing the previous closing balance.
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51. pdf explained continued
Here you will have a total cash in and cash out figure and will also have a closing balance which is how much funds you have or owe in your account. Please note recent transactions may not be included.
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52. still need help?
You can contact for technical any queries you may still have.
If your query is regarding the status of a claim please with your query and your Internal no. which can be found in your claim. This number will either begin with PQU or PIN.
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Thank You

53. making a claim
To start the process of making a claim you will need to click on the Expenses icon.
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54. expense claims page
You will need to click on New to start creating your claim.
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55. claim details
You will need to input the student group you're a part of in addition to adding a reference to the claim, such as your name.
You will now need to click the expenses option on the bottom of the screen.
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56. adding an expense
Now select the option New in the top right hand of your screen.
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57. adding an expense
You will need to pick a selection from the drop down list by clicking the Type option.
You will also need to add the date of the purchase here.
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58. adding an expense
After selecting your type of purchase you made you will need to add the amount you are claiming back here.
You can then hit the save button in the top right hand corner.
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59. deleting an expense
By swiping left on the expense you will be allowed to delete the expense or by clicking the button to left of the New you will also be capable of deleting the expense.
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60. adding a receipt
You will now need to add a receipt. You can do this by firstly clicking the Receipts option. Claims will only be approved if there are valid receipts provided for all transactions.
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61. adding a receipt
You will now need to select New. This will allow you to add a picture of the receipt.
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62. adding a receipt
Once the below is completed you can click save to continue.
You will need to add a description of receipt to match the expense.
You can add a receipt by clicking the picture option.
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63. deleting a receipt
By swiping left on the receipt you will be allowed to delete it.
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64. multiple expenses and receipts
You can add multiple expenses and receipts into your claim.
You shouldn’t create separate claims for individual transactions.
Once done you will need to click Claim.
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65. completing a claim
Once you have added all your expenses and their receipts you can click Claim to begin to getting it approved.
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66. completing a claim
You now have made your claim ready and need to save it. You can do this by clicking the Save button at the top right of your screen.
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67. completing a draft claim
Once a claim has been saved you will be provided with an Internal No. that will being with PQU as shown on the left.
Take a note of the PQU number for reference if required.
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68. submitting a claim
Your claim is now saved as a draft and needs to submitted for approval. By clicking the upload option you can Submit the claim for approval, delete the claim or just view the claim as a PDF.
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69. submitting a claim
You now can select one of the 3 options provided. By clicking submit for approval you will be one step away from completing your claim.
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70. approval request
Your claim must be approved by your society/club’s 3 signatories.
If you are one of the 3 then your replacement approver would be one of the active student officers provided.
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71. approval request
You can now hit the Send button here which will mean you have completed your claim and you will now be waiting for your claim to be approved and paid.
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72. claim status Your claim now will have a status of waiting approval.
Once all 3 approvals have completed you status will change to approved.
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73. claim status
Once your claim has been approved the claim will move to the Approved tab and the Internal No. will change and should now begin with PIN. You can see the new No. by clicking the claim.
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74. claim status
Once a transaction has been processed by the SU finance team your status will change from approved to paid and shall move to the Paid tab. This only occurs on a Wednesday. You should receive the payment into your bank account the Friday after your claim has been processed as paid.
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75. notifications for a claim
You will receive 2 separate notifications for when a claim has been approved and paid. Click notification to view them. You will also receive push notifications if your phone settings allows it..
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76. notification of an approval
This notification shows that your request has been approved by the 3 signatories or approvers.
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77. still need help?
You can contact for technical any queries you may still have.
If your query is regarding the status of a claim please with your query and your Internal no. which can be found in your claim. This number will either begin with PQU or PIN.
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Thank You

78. hope this helped 
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79. hope this helped 
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