Rydoo Expense Management Review: Pricing, Features & Alternatives 2023

Once a user logs in to the web version of Rydoo, they’ll see the dashboard. The dashboard shows a summary of information about the user’s expenses. They’ll also see upcoming bookings that have been logged using Rydoo:

Personal role dashboard on Rydoo (Source: Rydoo Tutorial Videos)

On the dashboard, you can see expenses classified based on their status. Each status has a corresponding amount to show the expense to be accounted for along the workflow.

There are different modes of submitting an expense in Rydoo. At the upper-right corner, click “Add an expense.” A drop-down menu will appear and show the ways to submit an expense:

Different ways to submit expenses on Rydoo (Source: Rydoo Tutorial Videos)

• Upload: You can upload a receipt directly from your computer
• Email: Digital receipts sent to your inbox can be forwarded to Rydoo by forwarding them to receipts@rydoo.com
• Manual: A form will appear so that you can fill in the expense manually
• Mileage: You can input miles and let Rydoo apply the standard mileage rates
• Per diem: Employees on business trips can submit per diem based on the lists uploaded in Rydoo

Users can also submit expenses using Rydoo’s mobile app. The mobile app is available on Android and iOS. A significant advantage of having the mobile app is that users can capture receipts with their smartphone’s camera and upload them directly to Rydoo:

User Account view on Rydoo Mobile (Source: Rydoo Tutorial Videos)

When users capture receipts, Rydoo will scan the receipts and extract the date, amount, merchant, and currency automatically. If you want to add more information, fill in the blank fields in the expense submission form:

Expense information on Rydoo Mobile (Source: Rydoo Tutorial Videos)

Whether on the web or mobile version, every expense has a status to keep you informed of its position in the approval workflow:

Hierarchy of expense status on Rydoo (Source: Rydoo Tutorial Videos)

1. To be verified: Incomplete and unsubmitted expenses.
2. To submit: Complete but unsubmitted expenses.
3. Submitted: Completed and submitted expenses awaiting action from the approver.
4. Rejected: Expenses rejected by the approver. As a user, you’ll see a rejection reason.
5. Approved: Submitted expenses approved by the approver.
6. Controlled: Second optional level of approval—can be disabled in the settings menu.
7. Reported: Approved expenses awaiting reimbursement.

Approver dashboard on Rydoo (Source: Rydoo Tutorial Videos)

The Approver dashboard shows the list of all submitted expenses. You can view these expenses under Expenses for Approval. As an approver, you can also see the unsubmitted expenses of employees, including your expenses.

If you click the name of an employee, you’ll see the summary of all expenses. The summary will provide basic information like the date, merchant, amount, type, status, and category. At the bottom right of the list, you’ll see the total amount of the expense:

Viewing expense details on Rydoo (Source: Rydoo Tutorial Videos)

By clicking on the item, Rydoo will show more detailed information about the expense. As an approver, you have to check if the expense complies with company policies, such as limits and documentation requirements. Moreover, you can save time by setting expense policies to limit or remind submitters to comply with all the requirements.

When the approver rejects the expense, they must state the reason for rejection. By clicking the Reject button, a pop-up window will prompt the approver to include a reason for rejection. Below the rejection reason, approvers can add additional notes or instructions:

Approving an expense on Rydoo (Source: Rydoo Tutorial Videos)

---

Rejecting an expense and stating the rejection reason (Source: Rydoo Tutorial Videos)

---

If the approver is on a business trip, they can keep up with expense submissions via the mobile app. As with the web version, approvers can scrutinize and review expenses. It’s easier and more comfortable to approve and reject expenses this way because you don’t need to open your laptop or computer all the time. Through your smartphone, you can manage company expenses wherever and whenever you want:

Swipe right to approve expenses on Rydoo Mobile (Source: Rydoo Tutorial Videos)

---

Swipe left to reject expenses on Rydoo Mobile (Source: Rydoo Tutorial Videos)

---

When you reject an expense on mobile, the app will also require you to include a reason for rejection.

If there are unsubmitted expenses, you can remind employees to submit them. This feature is helpful if your company’s workforce is working from home:

Sending reminders to employees (Source: Rydoo Tutorial Videos)

To remind employees, you have to click “unsubmitted expense,” then head to Actions. Click “Send Reminder.”

The dashboard shows the list of rules you have set previously. You can edit or delete existing rules as you see fit:

Expense rules dashboard on Rydoo (Source: Rydoo Tutorial Videos)

You can access expense rules in the Admin Tab. On the right-side panel, click “Admin” and head to “Expense Rules.” Then, on the top right corner, click “Add Expense Rule.” A new window will appear where you can set the limits and applicability of the rules.

When you want to create a new rule, there are four main items you need to fill out:

• 1. Users
• 2. Conditions
• 3. Actions
• 4. Name & Status

Creating an expense rule on Rydoo (Source: Rydoo Tutorial Videos)

---

Setting the applicable users for expense rules (Source: Rydoo Tutorial Videos)

---

You can limit rules to a specific group or set them to everyone. Setting the rule to “everyone” makes the expense rule applicable to all. For “branches,” the rule applies only to a particular branch of your company. “Groups” pertain to organizational divisions within your company, such as the finishing department or human resources (HR). Lastly, “users” refers to a specific employee like company president, chief financial officer (CFO), or production manager:

Setting the conditions for expense rules (Source: Rydoo Tutorial Videos)

“Conditions” defines the scope of the rule. You can set conditions by clicking “Add Condition” to place a rule for particular activities:

• Categories: You can set a rule based on the expense category, such as parking or postage.
• Amount: You can set a rule based on a threshold amount. It can be more than, equal to, or less than a particular dollar amount. You can set this rule based on the amount per individual or frequency, such as per night, day, week, or month. It also lets you limit the condition per country, which is ideal for overseas employees.
• Receipt: Setting this condition checks if a receipt is attached or not.
• Weekend or Workweek: This condition triggers based on the option you choose. For weekends, expense rules only apply if the expense was incurred on the weekend. The same applies to the workweek.
• Date: Using the date condition prevents submitters from submitting expenses outside the allowable period.

Setting the actions on expense rules (Source: Rydoo Tutorial Videos)

Once you’ve set the conditions, you need to set up an action. “Actions” allows you to set a warning or a countermeasure when conditions are met. On Rydoo, you can select one of three action options:

• Show warning in expense: If a submitter violates an expense rule, a warning will appear when the submitter submits the expense. In this way, users can immediately ratify the expenses and save the approver some time.
• Auto approve or control: Auto approving and controlling expenses can help you expedite expenses. You can use this feature in fixed and recurring expenses like monthly telecommunication bills.
• Create counter expense: Expenses that go beyond limits can be controlled through counter expenses. A counter expense can be set to the excess amount or a fixed amount. This feature is helpful for you if you want to reimburse employees on allowable amounts.

Setting the name of the expense rules (Source: Rydoo Tutorial Videos)

You set the name of the policy for easier identification