Instead of using the description field to write down the names of each person who has taken part in an expense, you can use the ‘Beneficiaries’ field to quickly highlight them (eg. attendees at a business lunch, participants in a team event, employees benefitting shared expense, …).
This feature simplifies tracking of shared expenses, enhances compliance, and introduces a new layer of control on Spendesk.
Behaviour
By default, the beneficiaries field is pre-filled with the name of the user submitting the expense claim or updating payment details.
Requesters can update the field to reflect the people you wish to include in the expense:
Internal Beneficiaries: Select from a list of employees in your organisation.
External Beneficiaries: Manually enter a full name and company name.
Remove All Beneficiaries: You can submit a request with 0 beneficiaries.
The beneficiaries information is also visible to the finance teams on other pages: ‘Expense Claims’, ‘All Payables’, ‘All Payments’, and ‘Bookkeep/Prepare’
On mobile, you need to be on the versions below to use the Beneficiaries field.
iOS:
2.57.0or aboveAndroid:
2.69.0or above
Adding colleagues as beneficiaries does not trigger a notification
The "Beneficiaries" field is available for both expense claims and card purchases.
Note: It is not currently possible to display the field only in specific expense categories. This will be a future improvement.
Overview of Export Options
CSV Exports - All Payables Export
Beneficiary data is included in a dedicated "Beneficiaries" column, which lists names (individuals or companies). If there are multiple beneficiaries, their names are separated by commas.
This information is included automatically and does not require applying any filters in the Spendesk interface.
The full names and –if external– company names are included in the ‘Beneficiaries’ column. The values are comma-separated.
In France: the payables csv can be used to identify "ticket restaurant" meal voucher deductions for employees.
Bank Journal Exports
Beneficiary details are not available in bank journal exports. These exports focus on other accounting transactions and structures. If beneficiary information is needed, use the "All Payables" export instead.