Virtual Tour

Quick start in 5 steps

Start managing your company expenses right now.
All you have to do is to take 5 easy steps.

Step 1. Choose a suitable pricing plan

At EzCosts home page (www.ezcosts.com) click on ‘Choose you plan’.

Choose you plan

Then choose one of 4 pricing packages:

  • Basic is suitable for small companies (up to 15 users)
  • Popular is perfect for the majority of mid-size businesses (up to 40 users)
  • Premium is aimed at companies with the total staff of up to 100 people
  • Max supports unlimited number of users.

Choose you plan

Step 2. Create new account for your company

So, you’ve already chosen a suitable pricing plan. Now you have to create your company profile.

Firstly, indicate the address/sub-domain where your company account will be located.

indicate the address

The address will look like this: http://YourCompany.ezcosts.com. It’s better to write the company name using Latin letters and numbers.

Secondly, create your administrator account.

create your administrator account

The administrator will gain the fullest access to your company profile. He will also be able to add and delete other users, grant them different information access rights, as well as add and delete structural units — groups, sections, departments.

It is preferable to authorize the chief executive or investor with the rights of administrator.

Indicate the administrator’s name, e-mail address, and set the password.
Here you may also specify the type of your company and set your time zone.

Thirdly, enter your billing information.
Money is not withdrawn from your account during a free 30-day trial period. EzCosts system uses bank security strategies. SSL coding ensures complete data security.

enter your billing information

Finally, click on ‘Create account’.
Congratulations, your company has got an account expenses management system!

Step 3. Add new users

Upon creating an account you will see a Dashboard. Later on you will be able to use it to trace the processing of requests. However, there is no information on requests yet in the new account — there was nobody to create them.

You may add a new user by means of Users tab located in the right top corner of the page.

Dashboard

For now there is only one user in the account — the administrator under the name of which you have entered the system. Let us add new users to the system.

user

On Add a new user page you have to enter the first and the last name of the user, his/her e mail address and the password for this user.

Add a new user

In addition, you may indicate the user’s position, enter his/her contact information and attach a photo.

You may also set a notification method to inform the user of his/her request status on this page. Messages are sent to ICQ, GTalk or e-mail address.

However it’s enough to enter only the user’s name, his/her e-mail and password to create a new user.

Click on the ‘Save’ button at the bottom of the page to add the new user to the system.

Later in the ‘Users’ section (http://yourcompany.ezcosts.com/users) the account administrator may add, edit and delete new users.

Save

Step 4. Create structural units of your company

Now, when you have added some new users to the system they should be united into structural units (working groups, projects, sections, departments) according to the structure of your company. For example, “Top-managers”, “Accounting department”, “Sales department” etc.

You may add a new structural unit on the Structure tab.

add a new structural unit

On the structural unit edit page (http://yourcompany.ezcosts.com/categories/new) you will see the list of all users whose profiles you have in the account of your company.

To add the user to a new structural unit put a tick next to his/her name. Unticked users won’t be included in this group.

To delete a user, remove a tick next to his/her name.

’Check mark’ beside the user’s name deletes this user not from the structural unit, but from your company account — forever. Be careful!

New unit

Within the framework of structural units you get flexible management to access rights of different users:

  • only read users’ requests and profiles
  • create and edit requests
  • fund requests
  • create structural units
  • manage access rights

To grant a user an access right, put a tick next to that right.

New unit

To add a new user to a structural unit that doesn’t have a profile in the system, you need to create this user. For this purpose click on the ‘Add new user’ button. You will pass to add a new user page described in Step 3.

After you have added all necessary employees to the new structural unit, click on the ‘Save’ button at the bottom of the page. Later on the account administrator will be able to add, edit and delete structural units.

Now in the ‘Structure’ section you will see the list of all structural units available and the latest requests related to them. Click on the name of a structural unit to open a page with detailed information about it.

Administrative department

EzCosts expenses structures

EzCosts system enables to use various types of expenses structure in your company. Expenses structure may correspond to administrative division of the company — then you may trace how and what your money is spent on by various company sections and departments.

You may also create a structural unit for a particular project where experts from different departments are involved.

Besides, EzCosts allows combining both these approaches. Let us analyze this using some examples.

Tracing expenses by departments

To monitor expenses of a particular department, for example, sales department, create a new structural unit on the ‘Structure’ tab (http://yourcompany.ezcosts.com/categories/new) and name it after this department — ‘Sales Department’. Then add all employees of the sales department to the structural unit. For example, head of the sales department and two sales managers will be included in it.

The managers should be authorized to create new requests and read the already existing ones.

Head of the sales department will need the rights to read the already existing requests, create new ones, approve requests and, perhaps, fund them.

Tracing expenses by projects

If you are going to implement a project in which employees from different sections or departments of the company are involved, in EzCosts you may create a structural unit for this particular project.

For example, your company is going to take part in an industrial tradeshow in another city. The secretary has to make hotel reservations and order a supplementary package of business cards for all the participants, the advertising department has to design and print promotional materials, and sales managers should have additional training to ensure greater sales during the exhibition.

On the ‘Structure’ tab create a new structural unit and name it the ‘Exhibition’. Add all prospective exhibition participants to the structure: secretary, advertising department employees and sales managers. They may create, edit and read their requests.

Add a chief executive and a chief accountant to the new structure ‘Exhibition’ as well. The chief executive will monitor and approve the employees' requests, and the accountant will approve funding for these requests.

Step 5. Create a request

When users are granted necessary rights and are distributed by groups, sections or departments, you may proceed with creating and approving requests.

For example, let’s order office supplies for the sales department: a personal organizer, a pen and multicoloured sticky notes.

You may create a new request on the ‘Requests’ page by means of the ‘Create request’ button at the top of the page.

Create request

The page for creating a new request will open. The system will prompt you to fill in the request name, enter its amount and indicate the structural unit that issued the request.

New request

Name. Here the name of your new request which exactly reflects its nature is entered. For example in this field ‘Office supplies for sales department’.

Section (unit, project). The section issuing a request is specified in this field. Using a dropdown list ‘Choose category’ you may attach the request to one of the existing structural units you have created in Step 4. We are ordering office supplies for the sales department.

Section

Amount. In this box the amount of your request is specified. By means of a ‘Single/multiple’ option switch you may add several requests in one go, having indicated their amount.

Amount

Repeat. Using a dropdown list you may define a period type of your request: don’t repeat, daily, every workday, every weekend, weekly, monthly, yearly as well as every first, second or last day of the month.

Repeat

Description. In this field you may enter more detailed information on your request. For example: “A Moleskine personal organizer for 2010 (1 pc), a Bic ball pen (1 pc), yellow 3М sticky notes (1 pack of 100)”.

Publish. If you put a tick opposite this option, your request will be published in the system, and other users with required access rights will be able to read it, approve or decline. If there is no ‘Publish’ the request will be saved as a draft, and you will be able to go back and edit it later on.

Attach files. Using this field you may attach supporting documents to your request. For example, you may illustrate your request with the photos of personal organizers, attach a price list of your office supplies supplier as a spreadsheet. Choose the necessary file on your computer and click on the ‘Attach’ button.

After you have entered all necessary information on your request, save it clicking the ‘Save’ button at the bottom of the page.

Save

Congratulations, you have successfully created a request for a set of office supplies for your sales department!

Managing requests

On the ‘Requests’ page you will see requests that you are authorized to read, approve or fund. In the right top corner of the page you may also find brief statistics on the number of requests.

Requests

All the requests are grouped according to their status:

  • Awaiting approval
  • Awaiting payment
  • My requests
  • Paid requests

Request - Awaiting approval

For each request the following information is indicated:

  • Name
  • Author
  • Date and time of creation
  • Category and structural unit the request is related to
  • Request amount
  • Request status (Draft, Under consideration, Approved)
  • Number of comments on the request

Next to each request there is a button with a possible action:

  • Approve or Decline the requests awaiting approval
  • Pay the requests awaiting funding
  • Publish the drafts

Editing and deleting requests

To copy, change and delete a request use small icons beside its name.

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