Linked cards create expenses
Connect the company card. Transactions come in and become expenses by themselves. Nothing waits on someone to remember the charge.
Expenses
Never miss an expense.
Link a card and charges become expenses on their own. Or add one by hand. Upload the receipt, match it, submit the report. Managers approve. Verify checks the match. Admins flag policy, batch reimbursements, and export to the books.
Expense Management That Actually Works
Linked cards create expenses automatically, so every charge is in the system, not left in a wallet. Add a manual expense when there is no card. Then match the receipt and submit the report.
Or add a manual expense
No card on the purchase? Enter the expense by hand. Mileage and per diem work the same way. Then attach the receipt.
Match the receipt to the expense
Upload the receipt, or email it in. Auto-matching attaches it to the expense. You are not hunting for which charge it belongs to.
Tag the expenses
Tag the expense type, select the project, client, or location.
Submit. Managers approve.
Put expenses on a report and submit it. Managers approve, reject, or send it back. Finance can still step in from admin.
Verify the match
Verify checks that the expense and the receipt actually match: amount, date, merchant. It is included in the seat.
Spend rules that flag policy
Admins set spend rules. Expenses that do not meet company policy are auto-flagged before they sail through.
Company spend cards
The company can issue cards to employees. Those charges land as expenses as they happen, same as a linked card.
Batch, reimburse, export
Admins put approved reports on a batch, pay out reimbursements, and export to the accounting product they already use if they are not on the Accounting app.
How it works
Card or manual expense. Match the receipt. Submit. Approve. Pay out.
Expense
Linked card, or add it by hand
Linked cards create expenses automatically. No card? Enter a manual expense, including mileage or per diem.
- 01Link a credit card so charges create expenses on their own.
- 02Or add a manual expense when the purchase was not on a card.
- 03Issue a company spend card when the firm should own the plastic, not just the feed.
Receipt
Upload it. Auto-matching attaches it.
Upload the receipt or email it in. Auto-matching puts it on the expense. Verify then checks that the two actually match.
- 01Upload the receipt, or send it to receipts@expenses.baseassist.com.
- 02Auto-matching attaches it to the expense.
- 03Verify confirms amount, date, and merchant match.
Report
Submit. Managers approve.
Put the expenses on a report and send it. Managers approve, reject, or send it back. Spend rules flag lines that break policy.
- 01Add expenses to a report and submit.
- 02Managers approve, reject, or send it back.
- 03Spend rules auto-flag expenses that do not meet company policy.
Payout
Batch, reimburse, export
Admins put approved reports on a batch, pay reimbursements, and export to accounting if they are not on the Accounting app.
- 01Place approved reports on a batch.
- 02Pay out reimbursements, and export to the accounting product you already use if you are not on the Accounting app.
Connected to the rest of the work
The Expenses app captures the spend. Add the other Base Assist apps when you need the books, a campaign, or a billable job.
WIP
Tag an expense to a client or a project, then import it onto a WIP statement in one click. Time on that job can sit on the same statement.
Projects
Tag spend to a project when it belongs on that job. Then pull it into WIP in one click from the Expenses app.
Accounting
Batches, reimbursements, and export live with the books. If you are not on the Accounting app, export approved spend to the accounting product you already use.
Time
Time and project expenses can hit the same WIP statement when both belong on that job. Hours and receipts are two lines, not two exports to merge.
CRM
Tag spend to a campaign in the CRM app when the cost is marketing, not a project. The campaign still has an expenses tab.
Pricing
You pay per person, not per report. Other expense tools charge again every time someone files. A seat can submit as many reports as the work needs.
Team
1-9 users
$24/ user / month
The full Expenses app. Linked cards, manual expenses, receipt matching, Verify, spend rules, spend cards, batches, reimbursements, and unlimited reports.
Studio
10-24 users
$20/ user / month
The full Expenses app. Every seat at this rate once you are in the band. Linked cards, Verify, spend rules, and unlimited reports.
Firm
25-49 users
$16/ user / month
The full Expenses app. Same features, lower seat price as the firm grows.
Organization
50+ users
$14/ user / month
The full Expenses app. Volume rate. Still unlimited reports.
A seat is anyone licensed for the Expenses app: people who submit, and people who open the manager or admin screens. All seats are billed monthly at the rate for your current size. The WIP, Projects, and Accounting apps are licensed separately.
Need more than one app? Estimate a monthly total.
Questions
How the Expenses app is set up in Base Assist.
No. You pay per person licensed for the Expenses app. A seat can submit as many reports as the work needs. Other expense tools charge again every time someone files. This one does not.
A saved split. Percent or dollars across categories, clients, locations, or projects. Apply it to an expense so one charge can hit more than one bucket without redoing the math.
Yes. Tag the expense to a client or a project, then import it onto a WIP statement in one click. Card feeds, receipts, and reports work without that tag.
Anyone who submits expenses, and anyone who opens the manager or admin screens in the Expenses app. People who never file spend do not need this seat. Other apps are licensed separately.
Yes, if the firm wants it. Admins can require a project, a client, a location, or an expense type before someone submits. Leave it off when the spend is just company overhead.
Yes. Link the company card and transactions come in as expenses by themselves. Admins can also issue spend cards to employees. Those charges land the same way.
Admin policy. Set the rules for the company. Expenses that do not meet them are auto-flagged so they do not sail through approval.
Auto-matching attaches a receipt to the expense. Verify then checks that the two actually match: amount, date, and merchant. It is included in the Expenses seat.
Help with the Expenses app
Linked cards, receipts, Verify, spend rules, spend cards, batches, and reimbursements.