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Category: Expense management

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Two-factor authentication when logging into the application

What is two-factor authenticator at login

Two-factor user authentication at login helps you increase the security of access to the Fidoo app and prevents abuse.

This means that the user must pass through two security factors to log into the application.

  • The first factor is your password, which you set when you first log in. You can change your password in the app.
  • The second factor is either a one-time SMS with an authentication code sent each time you log into the Fidoo app or logging in from a trusted device. When you add a trusted device, a one-time authentication via SMS code is performed, after which the code is no longer required. However, if you log in to the Fidoo app from another device, you will again be prompted to authenticate via SMS code.

This whole login security system is called Strong Customer Authentication (SCA) and we are required by law to strongly authenticate every user when they enter the Fidoo application.

As a user of the Fidoo app, you can manage individual trusted devices directly in the app. Their list is available directly under your profile, i.e. in My Profile – Manage Trusted Devices tab. Here you can view your trusted devices or web browsers and, if necessary, simply remove them using the “cross” button on the right side of the list.

What strong authentication login looks like

Frequently asked questions about two-factor login

Yes, you will. Two-factor authentication for login requires only the receipt of an SMS message, which any mobile phone can handle.

If you do not want to fill in a verification code in addition to your login name and password every time you log in to Fidoo, you can enable the Login without SMS verification feature in the app for 90 days.

  1. After entering the login details and confirming with the Login button, a new window will appear for entering the six-digit verification code (shown below).
  2. A code has been sent to your mobile device, which you enter in the fill-in box.
  3. Below the fill-in box, you will see the option to Login without SMS verification for 90 days on this device.
  4. Click on it – instead of the grey box saying No, you now see a green box saying Yes. Confirm the action with the Confirm button and the app won’t prompt you for an SMS code for the next 90 days.

You can find out what strong authentication is for and how to set it up on this page.

Feel free to enter your private phone number. It will only be used to receive SMS authorisation codes and we at Fidoo will not use it to send you any commercial or marketing messages unless you have given us your consent to do so. Your phone number is information that only you and your company’s Fidoo Application Lead Administrator have access to.

You can’t do it without a cell phone. If you haven’t needed to log into the Fidoo app or pay online yet, then nothing has really changed for you.

We recommend entering your private mobile phone number.

In principle, there are no technical limitations; the device can be, for example, a desktop computer, a laptop, but also a tablet or a mobile phone with internet access.

Cookies are one element of identification of such a device. Therefore, after deleting them, you need to mark the device as trusted again.

Yes, a single device can designate any number of different users as trusted under its user accounts.

If you are logging into Online Banking from a device (computer, tablet, laptop, mobile phone, etc.) that is not added to your trusted devices, we will offer you the option to add it to your trusted devices directly on the login screen. You can then just confirm this by SMS. The next time you log in from this device, all you have to do is enter your internet banking ID and password.

Contact the Main Application Administrator and check the accuracy of your phone contact.

We will consider the device you designate as secure (trusted) and for 90 days you can log in with your username and password without having to enter the SMS verification code sent to your mobile phone. After 90 days, you must re-designate the device as trusted and confirm this choice with an SMS verification code.

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Modify and send the expenditure for approval

Web app

  1. My Finances – Expenses – click on the expense and select Edit.
  2. Fill in the necessary details and select Save or Save and submit for approval.

Mobile app

Play Video

  1. Log in to the app     or select Expenses in the bottom menu.
  2. Click on the expense and select Edit.



  3. Complete mandatory data and select Submit for approval.

Bulk send expenses for approval

Play Video

Required fields

The permanently set mandatory fields are:

  • Name of expenditure
  • Date of expenditure
  • Amount

Without this information, you will not generate an expense.

The optional mandatory fields are:

  • Cargo centre
  • Note
  • Project
  • Receipt

Do not send an expense for approval without this information.

Frequently asked questions about the web or mobile application

  • The basic mandatory fields will be filled in by card payment. If you are creating a cash expense, the application will not allow you to create an expense without entering this information.
  • The optional mandatory fields are set by the company and the company informs you of their settings. If you do not complete this field, the application will notify you when you submit the expense for approval and will not send the expense.

Cost centres can be added to an expense by the expense owner (the one who created the expense) or by the Accountant in the expense edit.

  1. In My/Corporate Finance, select any expense.
  2. On the right side of the screen you will see the detail of the expense along with a button with three dots.
  3. Clicking on this button will take you to the details of the expenditure.
  4. You can add a cost centre to an expense in the Advanced Information section.

You can add as many cost centres as you like to a single expenditure. However, you can always choose only from those that have already been set up for your company by the Accountant.

You can edit an issue when it is in the Open status – i.e. not sent to a supervisor or accountant for approval. If the expense shows as Approved, contact the person in your company with the Accounting role who can reject the expense. This will return its status to Open and you will be able to edit the expense, or in the case of a cash expense you have the option to delete the expense.

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Photographing and attaching receipts/invoices

Web app

  1. My Finances – Expenses – click on the expense to which you want to attach a receipt and select Edit.
  2. Click on and insert the receipt from your computer.
  3. Save or Submit for approval (bottom right).

Mobile app

  1. Log in to the app via the notification you just received or the standard way.
  2. Find the expense you want to attach the receipt to
    and click on it
    . (If you clicked on the notification, you skip this step.)
  3. Choose Add receipt button Add document, insert or take a picture of the receipt and Confirm by entering.




  4. Go back to the list of expenses (top left arrow) or continue and select     Edit or directly Submit for approval.

  5. Fill in the mandatory data, Save or Send for approval.

How do I know if the receipt/invoice is well photographed?

  • It must be complete and contain all the data, just as in paper form.
  • It needs to be easy to read.
  • It shouldn’t be taken from an angle.
  • It must have the correct crop so that you cannot see the background against which you have photographed the receipt.
  • Take the photo in good lighting conditions.
  • There can only be one receipt/invoice per photo.
  • Photograph a multi-page document so that only one page is on each photo.
  • Photograph longer documents in multiple parts to maintain legibility.

Frequently asked questions about taking photos and attaching receipts

  • Make sure the photo of the receipt is not too large.
  • Make sure you have a sufficient network connection, or take a picture of your receipt and try again later.
  • It means that you took a picture of the receipt from a higher angle and the app straightened it. To avoid this, take pictures of receipts from above.
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Cash expenditure

Creating an expense

The cash expenditure must be created manually.

Web app

  1. My Finances – Expenses – Add Expense (top centre).
  2. Complete required details a Save or Save and submit for approval.

Mobile app

  1. Once you have logged in, you are directly in Issues – click on Add button (bottom right).
  2. Take a picture of the receipt, edit and confirm with a pipe.
  3. Fill in the required information and Submit for approval

Deleting an expense

Web app

  1. My Finances – Expenses – click on the expense you want to delete.
  2. Click on , select Delete Expense and confirm with the Delete button .

Mobile app

  1. After logging in, you are directly in Expenses – click on the expense you want to delete.
  2. On the top right, select Delete Expense over the three dots and confirm with the Delete button.

Frequently asked questions about cash expenses

  • My Finances – Cash – Here you can find all your cash expenses and ATM withdrawals.
  • You can filter expenses using the Set filter button and download using the Download icon button.

In the cash wallet, you can see the current total amount including ATM withdrawals and cash expenses for a specific user in a given currency. The resulting amount has either a positive value, which means that he has an amount of company funds available in cash. If the wallet has a negative value, the employee has paid for company expenses with private money, so the company owes him money.

  • The status of the user’s cash wallet. If the user has multiple currencies, the app will display multiple wallets. Each then shows the amount of cash the user has on them in that currency.
  • In the case of ATM withdrawals using a Fidoo card, this entry is made in the relevant cash wallet.
  1. If you have made a withdrawal with your Fidoo card, you will see it in the app under My/Corporate Finance → Cards → Transactions.
  2. In this interface, you can use the Set Filter button to view ATM withdrawals with any parameters.
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Travel insurance

Travel Insurance FAQs

This is a standard travel insurance policy that is valid for both business and private travel.

Ask the main administrator in the app to arrange insurance for you.

The price depends on the insurance package you choose. Payment is subject to your company’s internal guidelines.

The travel insurance starts the day after it is taken out in the Fidoo app.

  • Call our 24-hour helpline +420 291 291 291 for advice and assistance.
  • Provide as much documentation as possible describing what happened: a medical report, all medical bills and medications, photos or video footage
  • damaged items (not only yours, but also the person you may have caused the damage to), police record, contacts of witnesses, etc.
  • Report the loss or damage to the carrier.
  • Make an inventory of the items you have lost, including proof of purchase.
  • Take photos or video footage of the damaged items.
  • If your belongings are stolen, get a police report.
  • On your return, complete the Claim Form and send it with the other documents to the insurer by email, post or online form.

Travel insurance is taken out for a period of 1 year, you can cancel the automatic extension at any time. To cancel the extension, ask the main application administrator.

  1. Click on your name (top left) – My profile – Products tab
  2. Click on a specific document to download it.
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Creating an Assignment – Message

  1. My Finances – Cheques – Add cheque (top centre) – Message. In the left part of the screen a map will appear, in the right part fill in everything you need as follows:
  2. Trip information – enter the name of the trip and the person who was on the trip. You can choose someone other than yourself and fill in the report for her/him. The message will appear in the receipts for both you and the person named in the message.
    Information about the trip
  3. Route – describe the entire route, i.e. where you went from and to and what means of transport you chose.
    – Click on Add button (on the left between the waypoints) or on Add another waypoint (in the middle under the Route section) to add more route segments.
    – Click on :Koš_ikona: (right) to delete a section of the route.
    – When travelling abroad, you can click on +add a crossing to select the date and time of the border crossing.
  4. Additional information – fill in the cost centre and project, or select fellow travellers from the list of users.
    Additional information
  5. Meals – tick the days when you had meals provided.
    Meals on board
  6. Expenses – click on

    Add an existing expense


    , tick
    v
    list
    open
    In the list of open expenditures
    those relating to the business trip
    and select

    Add selected.

    If it is a cash expense and not yet created, click on

    Create new expense,

    enter the required fields, attach the receipt and


    Save

    . If you attach the wrong expense, you can delete it by clicking the cross to the right of the amount.

  7. Expense Overview – shows an overview of travel expenses, click on Show Expense Details below the overview to view the details.
  8. Save or Save and send the message for approval.

Creating a Report from an Application

  1. My Finances – Cheques – Applications tab – select Application.
  2. Click the green Create Message button (top right).
  3. Edit as you see it, click Add Existed Expense in the Expenses section, tick the expenses in the list of open expenses that relate to the business trip and select Add Selected.
  4. Save or Save and send the message for approval.

Duplication Messages

  1. Section
    My Finances – Honours
     – bookmark
    News
     – click the Message you want to duplicate.
  2. Click (top right) and select
    Duplicate Message.
  3. Enter the date to which you wish to postpone the duplicated Report and select
    Move date
    .

Frequently asked questions about creating messages for assignment

You can only add co-travellers to an open Application or Report in the Additional Information section by selecting them from the list of users (there can be more than one). Once saved and sent for approval, the same Application/Message is created in their application for all travel companions and sent for approval. However, it is up to each individual to amend the Business Trip Report and add expenses.

  1. In the web app, select My/Team Finance → Cheques.
  2. Click on the green Add Assignment button.
  3. Select whether you wish to enter a Request or Message.
  4. In the section Information about the trip fill in as Traveler the person you want to a receipt to create.
  1. Under My Finances – Treasury – Applications/Reports, click on Application/Report.
  2. Click and select Send copy to other passengers.
  3. Select a user and enter Send copy.
    .
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Creating a Bulk Assignment

Repeat of a one-day business trip

  1. My Finance – Treasury section.
  2. Create a Request or Report, or select an existing one, click Ikona nastavení and enter Edit Request/Report.
  3. In the Application/Report detail, click on Ikona nastavení under Route and select Repeat Route
    or enter directly under the route listed.
  4. In the calendar, enter the days when the trip is repeated and confirm with the Repeat button.
  5. Save the Bulk Request/Message or Save and Submit for approval.

Adding a trip to a bulk transfer

  1. My Finances – Honours – select the open Application/Message you want to add a journey to.
  2. Click on Ikona nastavení and select Edit Request/Report.
  3. In the Application/Report detail, click on Ikona nastavení under Route (Paths) and select Add Path Before/Add Path After.
  4. Complete the path and Save or Save and Submit the bulk Request/Message for approval.

Interruption of a business trip

  1. My section
    Finance – Treasury
  2. Create the first leg of the journey by entering the departure date and location (point A) and the date and place of arrival (point B).
  3. For the last part of the route (point C) click on to delete the end of the route (it is possible to have multiple waypoints before breaking the route).
  4. Choose
    Add another trip
     and continue where you left off on the previous trip, select the date and time to restart the trip and continue filling in until the arrival date and location.
  5. Bulk Request/Message
    Save
     or
    Save and send for approval
    .

Deleting a path from a bulk transfer

  1. My Finances – Honours – select the Application/Message from which you want to remove the path.
  2. Click on Ikona nastavení under Route and select Edit Request/Report.
  3. In the Requests/Messages detail, click on Ikona nastavení next to the route you want to delete and select Delete Route or Expand the route you want to delete and select Delete Route directly below the route.

Frequently asked questions about creating messages for assignment

How do I enter multiple days at once on a repeat trip?

The calendar also allows you to select or deselect:

  • all Mondays / Tuesdays / Wednesdays… by clicking on the name of the day of the week (1),
  • the whole week by clicking on the week number (2),
  • select a specific day by clicking on a specific date (3),
  • all days of the month (4).

Example: selection of all working days in a month

  1. Click on “Select all days of the month”, this will select the whole month.
  2. Click on the name of the days of the week “Sat” and “Sun” to deselect Saturdays and Sundays.
  3. You can then deselect any other day of the month by clicking on that day.


Example: selecting every Tuesday of the month

  1. Click on the name of the day of the week “Tue”, this will mark all Tuesdays of the week.


Example: selection of all working days in 12. of the week

  1. Click on the week number 12 to mark all days of the week.
  2. Click on day 20 and 21 to deselect weekend days.

The calendar also allows you to select or deselect:

  • all Mondays / Tuesdays / Wednesdays… by clicking on the name of the day of the week (1),
  • the whole week by clicking on the week number (2),
  • select a specific day by clicking on a specific date (3),
  • all days of the month (4).

Example: selection of all working days in a month

  1. Click on “Select all days of the month”, this will select the whole month.
  2. Click on the name of the days of the week “Sat” and “Sun” to deselect Saturdays and Sundays.
  3. You can then deselect any other day of the month by clicking on that day.


Example: selecting every Tuesday of the month

  1. Click on the name of the day of the week “Tue” to mark all Tuesdays of the week.


Example: selection of all working days in 12. of the week

  1. Click on the week number 12 to mark all days of the week.
  2. Click on day 20 and 21 to deselect weekend days.
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The difference between an application and a report

It is an agenda combining the statements of work trip with the attached expenses and the calculation of meals, pocket money and any reimbursements for the trip. You can create, approve and bill receipts in the app. The whole process is done using two forms.

  1. You fill in the application form before your trip. You will describe the planned route and, if applicable, request an allowance.
  2. You fill in the mission report on the way. You can create it from the Business Travel Request.
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Two-factor verification of Fidoo card payments on the Internet

Confirm Fidoo card payment online in the Fidoo mobile app

The moment you enter your details in the merchant’s payment gateway zFidoo cards, you can be prompted to confirm payment in the mobile or desktop version of the app Fidoo.

  1. After entering your Fidoo card details in the merchant’s payment gateway, you will receive a notification on your mobile phone to confirm the card payment.
  2. When you open the notification, you will see details of the payment you are making and options to reject or approve the payment.

    Click on “Approve Payment” to proceed to authorize and verify the payment.
    Click on “Reject Payment” or the cross in the top corner of the window to reject the payment.

  3. Now comes the verification, which you can do using:
    a) fingerprint, facial scan – follow the instructions on your phone as you are used to.



b) entering your PIN – if your phone does not support biometrics or you have chosen not to use it, follow the instructions on your mobile phone. Your authentication will be done using the PIN or other code you use for your authentication.

  1. After successfully verifying all required elements on your mobile phone, confirm the payment.

Failure to make payment

We will not make payment if one of the following situations occurs:

  • Select “Reject payment” or close the payment confirmation window with a cross.
  • 5 minutes have passed since the payment confirmation started and you have not decided whether to confirm or reject the payment.
  • The correct PIN has not been entered and you have already exhausted five attempts.

In this case, we will show you information about the refusal of payment. This information can also be found in the merchant’s payment gateway.

In the event that you receive to confirm a payment that you have not entered, we recommend the card immediately lock or block, or contact our client centre.

Confirm Fidoo card payments online in the Fidoo web app

The moment you enter the details from the merchant’s payment gatewayFidoo card, you will be prompted to confirm the payment in the mobile or desktop version of the app Fidoo. In this tutorial you will find out how to confirm your payment in the computer application Fidoo available at

https://fidoo.com/app


.

  1. Log in to Fidoo as you are used to at https://fidoo.com/app.
  2. After logging in, you will be presented with a window where you have the option to approve or reject the payment.

Click on “Approve Payment” to proceed to verify and confirm the payment.
Click on “Reject Payment” or close the window using the cross at the top right to reject the payment.

  1. In the next step of the payment confirmation, you will be asked to enter your Fidoo password and the one-time code from the SMS. We will send you an SMS to your phone number listed in the Fidoo app.

  2. Click on “Confirm” to proceed to payment confirmation.
    Click on “Reject Payment” or close the window using the cross at the top right to reject the payment.

  3. After you have successfully entered the password to the app and the code from the SMS, you will successfully confirm the payment.

Now proceed to the merchant’s website.

Failure to make payment

We will not make payment if one of the following situations occurs:

  • Select “Reject payment” or close the payment confirmation window with a cross.
  • 5 minutes have passed since the payment confirmation started and you have not decided whether to confirm or reject the payment.
  • You have not entered the correct app password and/or SMS code and have already exhausted five attempts.

In this case, we will display a message to reject the payment or the time limit for payment confirmation has expired.


If you receive a payment for confirmation that you have not entered, we recommend that you lock or block the card immediately, or contact our client centre.

Frequently asked questions about two-factor authentication for online payments

Notifications to confirm a card transaction in the web app will appear on your profile at the company whose card you want to pay with. You can switch the company in the top right corner.

In the mobile app, confirmation notifications appear regardless of the profile you have set up at the time, so you don’t have to switch between companies.

Confirmation by notification is only done in the current version of the Fidoo mobile app for both iOS and Android. We recommend downloading the latest version and having notifications enabled.

The second reason may be that the merchant (the e-shop) does not require this method of verification.

Contact the Main Application Administrator and check the accuracy of your phone contact.

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Add a card to your Apple Wallet

  1. Launch the Apple Wallet app on your device (Apple Wallet) :apple_wallet:.
  2. In the Wallet app, click

    :plus_icon:

     .
  3. Tap Debit or credit card to add a Fidoo card.
  4. Click Continue.
  5. Follow the on-screen procedure to add a new card.
  6. If you have an Apple Watch paired, you’ll get the option to add the card to your watch at the same time.

For more detailed information on setting up Apple Pay, follow this link.

Displaying data about the digitisation of the Fidoo card

In the Fidoo web application, you can find information about the digitisation of the Fidoo card in the Cards section – Card Information tab in the details of the selected card:

Information about digitised cards is not available in the Fidoo mobile app. But you’ll find them in Apple Wallet on your device.

Conditions for digitising your Fidoo card

    • The physical Fidoo card must be:

      • personal (not team)

      • Active

    • The Fidoo card insertion device must:

      • support NFC

      • screen lock to be set on it – the phone unlocks after authentication (Face ID, Touch ID, PIN)

      • be iPhone with Face ID, iPhone models with Touch ID except iPhone 5S or iPad Pro, iPad Air, iPad and iPad mini with Touch ID or Face ID, or Apple Watch Series 1 and later

      • have iOS 14 and above to insert the card directly from the Fidoo mobile app

      • contain max. 10 digitised cards

Frequently asked questions

The Team Card cannot be used with Apple Pay. Only the personal Fidoo card can be digitised.

Yes, you can conveniently pay with your Fidoo card through this watch.

Yes, you can visit this website for verification: Apple Pay Compatible Devices – Apple Support (EN).

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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© Direct Fidoo Payments s.r.o. 2023 Powered by Mastercard. Mastercard is a registered trademark of Mastercard International Incorporated. The Fidoo card is issued under license from Mastercard International Inc. Direct Fidoo Payments s.r.o. is a payment institution registered in the list of payment service providers maintained by the Czech National Bank with the authorization to provide payment services pursuant to Section 3 par. 1 lit. b), (c) and (e) of the Payment Act.