How do I register and log in?
Download the mobile app (Android/iOS) or go to
www.cloudpense.com, click Sign Up, complete your details, and log in.
How do I change my password?
Click your name in the top-right corner, then select "Change Password".
How do I become an administrator?
The first person to register the company becomes the system administrator by default. You can also add administrators under "My Company – Administrators"; multiple administrators are supported.
How do I add company members?
The first person to register the company becomes the system administrator by default. You can also add administrators under "My Company – Administrators"; multiple administrators are supported.
How do I set up company departments?
Set up company departments on the "Departments & Members" page. Unlimited levels of sub-departments are supported.
How do I set up company projects?
Manage projects under "My Company – Projects". You can set each project’s name, owner, department, status, budget, description, and active status. Existing projects can be bulk-imported using the system template.
How do I customize reimbursement form templates?
Customizing reimbursement form templates is a configuration service; your implementation consultant can set this up for you.
How do I customize request types?
Under "My Company – Request Types", you can enable or disable request types (such as business travel or leave) to match your company’s needs, and manage how they link to related forms. To add or remove request types, contact your implementation consultant.
Can one role have multiple members?
Roles include Administrator, Finance, Cashier, and HR. Each role supports multiple members.
How do I import third-party expense data?
Third-party expense data can be connected via API. Beyond the platforms already supported (DiDi, Ctrip), custom integrations with other systems are also available.
How do I create a reimbursement form?
The first person to register the company becomes the system administrator by default. You can also add administrators under "My Company – Administrators"; multiple administrators are supported.
How do I set up an approval workflow?
Under "My Company – Approval Workflow", you can build approval flows for requests, expenses, finance, and payments. Parallel approval and role-based approval are both supported.
How do I approve multiple items at once?
Approvers can view "Requests Awaiting My Approval" and "Expenses Awaiting My Approval" on the dashboard. Open the relevant page, then multi-select or select all to approve items in bulk.
How do I set up multi-level approval?
Under "My Company – Approval Workflow", select or add a rule, choose "Function" as the workflow type, and set the number of approval levels under "Value". (The department’s approval levels must be pre-configured in Department Settings.)
How do I set up parallel approval?
Under "My Company – Approval Workflow", select or add a rule, choose "Position" as the workflow type, and select the relevant position under "Value". (Position assignments must be maintained under "Positions". If a position includes multiple people, approval under that condition runs in parallel.)
How do I view statistics and reports?
On the "Statistics" page, you can view "My Expenses by Category" and "My Expenses by Time". As a department manager, you can also view "My Department’s Statistics" and drill into data by employee. "Data Analysis" lets users with the right permissions view detailed expense breakdowns and reports, with multi-dimensional queries and Excel export.
How do I print a reimbursement form?
Once a reimbursement form is approved, click "Print" in the top-right corner of the form to print it. Print templates can be customized, and forms can also be sent by email.
How do I revise a rejected request or reimbursement form?
Under "Expenses – Expense List", you can find requests or reimbursement forms marked "Rejected". Edit and resubmit them; the approver will see the previous approval history when the form comes back to them.
How do I update company information?
Under "My Company – Company Information", you can maintain your company name, address, phone number, email, tax ID, invoicing address, bank name, bank account number, and company logo.
How do I check the status of a request or reimbursement?
On the "Requests/Expenses" page, you can view submitted forms that are "In Approval". Click any form to see its current status.
How do I change a user’s department?
On the "Employee Management" page, you can update an employee’s information, including department, employee ID, phone number, and position.
How do I generate accounting vouchers?
Finance reviewers can view completed reimbursement forms on the "Accounting Vouchers" page, select multiple or all of them to generate vouchers, and export the results to Excel.
How do I integrate with our finance system?
The "Accounting Voucher" format can be customized to match your existing finance system, and direct integration is supported. Contact your implementation consultant to discuss this.
How do I set different expense limits by staff level?
Under "My Company – Expense Standards", you can set a company-wide expense limit (once set, it is applied automatically and employees no longer need to enter it manually), and set different limits by staff level. (Level information must be maintained under "My Company – Position Levels".)
How do I set employee permissions?
On the "Employee Management" page, you can assign a "Position" to each user (position information must be set up in advance). Levels can be defined to match your company structure (for example, T1–T9, or Staff through General Manager).
How do I manage employee annual leave?
HR can maintain employee annual leave records under "HR Management". Employees can check their leave usage and balance from the mobile app.
What happens if an employee’s expense claim exceeds budget?
Under "My Company – Validation Rules", you can set rules for different fields and conditions. When a rule is exceeded, the system automatically shows a warning on the relevant page. (Warning messages can be customized.)
How do I manage my vendors?
Manage vendors under "My Company – Business Partners". Once set up, you can select a vendor on any relevant expense form, making it easy to track spend by vendor.
How do I manage petty cash?
Request petty cash under "Requests – Petty Cash". You can check your own repayment status under your name, then "Petty Cash".
How do I do project-based accounting?
Once project information is set up under "Projects", you can select the relevant project on any expense form. The system automatically summarizes costs by project.
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