Category: Expense management

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Registering a company

Fidoo registration in Komerční banka

  1. Section Settings – Company – Komerční banka – click on Register.
  2. Select Register Fidoo with KB and you will be taken to the KB website.
  3. Read the Terms of Service and type Continue.
  4. Enter your KB login and select Continue.
  5. Enter your phone number/password and select Continue.
  6. Confirm using the KB key in the mobile app/SMS code, then you will be taken to the account selection option.
  7. Select either Select All Entities or click on the company, check the accounts you wish to link to Fidoo, and select Continue. If you choose to select all entities and after registering KB in Fidoo you create a new account under one of the entities, this new account will be added to the application automatically. When selecting individual accounts, you must re-register after you have created a new account.

  8. Give consent to link accounts.
  9. When you are redirected back to KB, enter your login name and select Continue.
  10. After confirming with the KB key in the mobile app or SMS code, you will receive a message that the registration was successful.
  11. Select View accounts.

Registration renewal

You will receive an email 1 month before the end of your registration informing you of the need to renew, and the renewal option will also be displayed in the app.

  1. Click on
    Renew Key
     in the colored bar that appears at the top of the app and it will take you to the
    Settings – Company – Komerční banka
    .
  2. Select here
    Restore key
     –
    Go to registration
     –
    Register Fidoo to KB
     and re-register with your KB login credentials.

Cancellation of company registration

  1. Section Settings – Company – Komerční banka – tab Registration.
  2. Select Disconnect from KB and confirm with the Disconnect button.

Card settings

  1. Section Settings – Cards – select the card you want to set up.
  2. Click on Settings icon and select Edit Settings.

Recharging the card

  • Manual – the user must send a request to recharge the card.
  • Automatic – the card is automatically recharged to the specified amount when it falls below the specified threshold. Turning the option on/off also sets the limit for a given time period (week or month).
  • Regular – the card will be topped up to a specified amount every week or month.

Allowed card transactions

  • ATM withdrawals – prohibits/allows withdrawals from ATMs in the Czech Republic and abroad.
  • Merchant payments – prohibits/enables merchant payments.
  • Online payments – prohibits/enables online payments.

Restriction of payment card functionality

  • For transport-related payments only – once activated, it limits merchant payments to only those associated with transport (toll gates, petrol stations, parking meters, etc.).
  • Restrict card use to selected days only – once activated, you can tick the days you want the card to be used.

Send notifications to the holder

  • When the card is topped up – the cardholder will receive an email that the card has been topped up.
  • Upon approval of the recharge request – the cardholder will receive an email that the card has been recharged.
  • After each transaction – the cardholder receives an e-mail about the current available balance on the card.

Fidoo Cards FAQ

If you wish to cancel the card you have just ordered, you can do so by blocking the card no later than 21:00 on the day you ordered it. This card will not go into production. Contact the Client Care Centre for a refund of the card production fee.

This is an auxiliary identifier that only appears in the application and the expense report. This element will not be embossed on the card and can be changed at any time. This is often the case, for example. employee number or vehicle registration number.

A card manager is a user who can pass a team card to another user in the application. At the same time, they can see in Team Finance → Cards → Transactions all the movements on the managed card and which person made the transaction. You can also lock or block the card at any time and set its parameters

The card approver approves or denies requests to load the card. The administrator can modify the card (change its settings, modify the automatic recharge scheme and limits). The cardholder is the only one who can physically handle the card – pay (even online) or view the PIN.

You cannot set a daily limit on the card within the app, it is determined by the amount loaded on the Fidoo card.

Top-up funds are on the card immediately after top-up (if you have sufficient funds in your Fidoo account). The withdrawal is made immediately back to your Fidoo account.

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Statutory and other key roles

What is the role of the statutory representative in Fidoo

  • the main role is to place application users in key roles.
  • Its other activity is controlling, it has an overview of all users’ expenses, but it cannot edit them.

Other key roles

Accountant

  • sets up expenses (pre-costing, VAT breakdown, …) and projects
  • can edit and reject expenses and receipts of all users
  • closes all expenses and personal accounts
  • balances cash
  • sets the integration into the accounting system
  • exports to accounting and payroll systems

Cashier

  • charges and discharges the cash wallet of each user

AML Commissioner

  • verifies (identifies) cardholders on the basis of authorisation from Fidoo

Finance Administrator

  • recharges and uncharges Fidoo account
  • sets up direct debits and Fidoo account
  • receives information about the drop in the Fidoo account
  • can order travel insurance

Main Administrator

  • adds, edits and deletes users
  • orders, recharges and discharges, locks and blocks cards
  • sets the approval
  • sets restrictions on cards
  • sets teams
  • sets up receipts (meal and pocket money)
  • sets up vehicles
  • sets the integration into the accounting system
  • manages the API key
  • orders travel insurance
  • can change the company’s mailing address
  • can add users to the key roles of Accountant, Cashier and Fleet manager

Fleet manager

  • sets up vehicles
  • sets up notifications to alert you to an unprocessed logbook
  • can process and validate the logbooks of all users

Setting key roles

To add a user to a key role

  1. Section Settings – Company – Key persons.
  2. Select the role and click Add (right).
  3. Select from the list of users and select Continue and Yes, I confirm.

To delete a user from a key role

  1. Section Settings – Company – Key persons.
  2. Select the key role, click Delete button and select Yes, I confirm.
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User rights and roles

Key roles and their rights

User

  • creates, edits and submits their expenses (card and cash) for approval

Accountant

  • sets up expenses (pre-costing, VAT breakdown, …) and projects
  • can edit and reject expenses and receipts of all users
  • closes all expenses and personal accounts
  • balances cash
  • sets the integration into the accounting system
  • exports to accounting and payroll systems

Cashier

  • charges and discharges the cash wallet of each user

AML Commissioner

  • verifies (identifies) cardholders on the basis of authorisation from Fidoo

Finance Administrator

  • recharges and uncharges Fidoo account
  • sets up direct debits and Fidoo account
  • receives information about the drop in the Fidoo account
  • can order travel insurance

Main Administrator

  • adds, edits and deletes users
  • orders, recharges and discharges, locks and blocks cards
  • sets the approval
  • sets restrictions on cards
  • sets teams
  • sets up receipts (meal and pocket money)
  • sets up vehicles
  • sets the integration into the accounting system
  • manages the API key
  • orders travel insurance
  • can change the company’s mailing address
  • can add users to the Accountant key role

Fleet manager

  • is responsible for the management of company vehicles and the entire agenda associated with the logbook

Statutory representative

  • determines the key roles in the application – he is the only one who can add and remove key roles (except for the accountant, the Main Administrator can also assign it).

Packages of rights

View users and cards

  • view list of users and cards
  • export of users

Managing users and cards

  • creation and management of users and cards
  • view list of users and cards
  • export of users
  • user profile settings
  • user rights management
  • managing card actions lock and block
  • approval settings (people, teams and team cards)

Manage card actions to charge and uncharge

  • display of cards
  • charging and discharging the card

Overview of corporate finances

  • overview of corporate finances
  • overview of invoices and charges
  • generation of Fidoo account statements

Overview of company finances without Fidoo account

  • overview of company expenses, cards and their transactions, cash and wallets

Managing corporate finances

  • setting up one-off/regular direct debits
  • Fidoo account debit
  • setting up notifications on your Fidoo account
  • view and manage card transactions
  • adding a note to a transaction
  • generation of statements and reports on cards / card transactions
  • overview of corporate finances
  • overview of invoices and charges
  • generation of Fidoo account statements
  • generating a report of receipts
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Correction of expenditure

An issue that you have submitted for approval may be rejected. In this case, you will receive an email with a rejection message and the reason. The issue will reappear in the application as an open issue with a returned Reimbursed expense. The repair process is the same as the modification process.

Web app

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

Mobile app

  1. Bottom menu – Expenses – click on the expense and select Edit Expense.
  2. Fill in the necessary data and confirm with the check mark (top right).
  3. Enter Submit for approval.

FAQs on correcting expenses

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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Fidoo Technical Specifications

Web app

  • Use Windows OS 10 and above or MacOS X and above.
  • Always have the latest web browser update.
  • Do not use Internet Explorer or an older version of MS Edge.

Mobile app

  • Use Android OS 6 and above or iOS 12 and above (lower versions will not install the app).

Safety standards

Make sure that the email addresses info@fidoo.com and noreply@fidoo.com are not blacklisted and that you can still receive email notifications from them.

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Processing of exported data

Export header descriptions

The application offers several predefined exports that can be processed in the Accounting Agenda section and transferred to accounting systems.

Expenditure

The downloaded file contains:

  • expense-transaction-export.xlsx– export for Excel or OpenOffice,
  • MoneyS3Export.xml – special export for Money S3,
  • xmlExport.xml– export in the general XML format,
  • receipts (image and/or PDF files).
The export contains: table

Card transactions

The downloaded file contains:

  • card-transaction-export.xlsx– export for Excel or OpenOffice,
  • card-transaction-xml-export.xml– export in general XML format.

The export contains: table

Travel reports

The downloaded file contains:

  • travel-report-export.xlsx – export for Excel or OpenOffice,
  • xmlExport.xml– export in the general XML format.

The export contains: table

Fidoo account

The downloaded file contains:

  • mvc-transaction-export.xlsx – export for Excel or OpenOffice,
  • mvc-transaction-export.xml– export in general XML format.

The export contains: table

Supporting documents for payroll

The downloaded file contains:

  • export-pro-payroll_DD-MM-YYYY_DDF-MM-YYYYY.xlsx – export for Excel or OpenOffice

The export contains: table

Cash transactions

You can download the file in the section Corporate Finance – Cash – Transactions in format tab:

  • XLSX generic
  • XML generic

The export contains: table

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What to prepare

Cost centres and projects

Download the sample import file and add the name and abbreviation of the centre or project

VAT breakdown and pre-contraction

Prepare a list of VAT breakdowns and precharges that you will allocate to expenses.

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View transactions

Filter and download card transactions

  1. My Finances – Cards – here you can see all the card transactions you have created.
    Transactions in Fidoo
  2. Click Set filter, set the filtering parameters, and then type Confirm filter.
    Filtering transactions
  3. Click on Download icon to download a filtered transaction report.

View transactions on the card

Transaction statuses

Blocked Transaction – the payment has been made but not yet accepted by the merchant, the blockage may last for several days.

Rejected transaction – the payment was not made for some reason (insufficient funds, wrong PIN, expired card, etc.)

Transaction FAQs

  • Check the validity of your card.
  • Make sure you enter the correct details (PIN, card number, expiry date, CVC/CVV code).
  • Make sure you have enough funds on your card.
  • Check that you are allowed the payment method you are trying to pay with.
  • If you have checked all of the above, please contact the customer service line.
  1. My Finance – Cards – Statements – here you can find all monthly statements for your card.
  2. Click on the listing and the details will be displayed on the right side of the screen.
  3. You can download the extract using the Download to pdf button .
  4. In the case of external cards, you can find the statement directly on the bank’s website.
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Management and changes to assignments

Changes to meal allowance rates

The meal plan cannot be changed, only a new one can be created with the earliest date of validity from the day after its creation. This setting is valid until it is replaced by a new setting.

  1. Section Settings – Credits- Meals – Create new (top right).
  2. Write the name and select the validity, add the new domestic meal allowance rates.
    You can adjust the foreign meal allowance:
    a. Bulk – enter the percentage of the meal allowance and select Recalculate.
    b. Individually – in the search box, type the country for which you want to adjust the meal allowance. Also change the rate for the selected country.
    Meal allowance rates
  3. Save.

Changes to pocket money rates

  1. Section Settings – Honours – Pocket Money.
  2. Choose to calculate your pocket money before or after the reduction of foreign diets.
  3. Enter the percentage of your pocket money and select Recalculate.
  4. Save.
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How approval works in Fidoo

Approval process in Fidoo

When an expense is created, a receipt is created, or a recharge card request is sent, the approver is informed of the item to approve as follows:

Expenses and receipts

  • In the web application, a number (number of items to be approved) will appear in the Approvals section.
  • In the mobile app you will informed by based on your notification settings.

Requests to top-up the employee card

  • In the web application, a number (number of items to be approved) will appear in the Approvals section.
  • The mobile app will notify you with a notification as soon as a top-up request is sent.

Who is the approver

  • An approver is an application user who approves card recharge requests, expenses and/or receipts sent to them.
  • When you become an approver, you will see a new section in the app called Team Finance. This section displays the cards, expenses and/or receipts of all users for whom you are an approver.

Hierarchy of approval

Approval at company level

  • This is the most general form of approval, where the same approver is set for all users.

Approval at team level

  • The user selected as the team manager sees the team members’ expenses and usually becomes the approver.

Approval at project level

  • For each project that is entered in theapplication, , it is specified who is its approver. When a user enters a project into an expense or assignment, the user specifies to whom it will be sent for approval.

Individual approval

  • Each user has their own approver set up, but when selecting Project Approval, the individual settings cannot be applied to approve expenses and receipts.

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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