Expense Claims - Notification Emails in the Spend Cloud

Within the Spend Cloud, different types of notification emails are sent to the relevant employees for each module.

Some notification emails are purely informative, while others prompt the employee to take action. This article provides an overview of all notifications related to the expense claims module. Employees cannot disable these notifications.

Types of Notification Emails

Employees receive certain notification emails only once per day as long as they do not log in to the Spend Cloud. If an employee logs in after receiving a notification and then logs out, the counter resets. If the employee receives new pending actions on the same day, they will receive a new notification email. Below is a breakdown of these notifications.

Sent Once Per Day 

1. New expense claims to review
2. Reminder for pending expense claim reviews
3. Submitted expense claim has been paid

Sent Per Action

1. Submitted expense claim has been approved
2. Submitted expense claim has been deleted
3. Submitted expense claim has been rejected by the administrator
4. Submitted expense claim has been rejected by the manager
5. Response to requested opinion
6. Opinion requested
   

Configuration Settings

The frequency of the "to be reviewed" and "reminder" notifications can be configured by the application administrator in the configuration settings. (In some Spend Cloud environments, this setting is available within the Spend Cloud itself, while in others, assistance from the support team (support@proactive.nl) may be required for access or modifications.)

Adding a Note to Notification Emails

The text in the notification emails is standard and cannot be modified by the application administrator. However, there is an option to add an extra message to the standard template.
This can be done via Application Management → General → Emails, where notes can be added to the desired notification emails.

Would you like to see how an added note appears in production? Send yourself a test email using the button below.

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