Quickstart guide for admins

  • 18/08/2025
  • 8 Minuten Lesedauer

Use this quickstart guide to configure the Expense Management Mobile App and the online Continia Expense Portal for users in your organization, (or the AU Continia Expense Portal if you're in Australia). They can then submit expenses and supporting documentation to your company and approvers can work through the approval process. The articles and videos in the playlist of this quickstart guide have been curated and compiled specifically for this purpose.

Whether you're new to Expense Management or have been working with it for a while, the following series of articles and videos will help you become familiar with the features of the Expense Management app and portal. This resource will help you to configure the Continia Expense Mobile App and online Expense Portal so they meet the requirements of your company and the people using them.

Part 1: Overview of Expense Management

The following articles and video will help you gain a better understanding of what you'll need to set up for the expense users and approvers in your company.

Articles
1. Overview of the Continia Expense Mobile App
2. Overview of expenses and Setting up expenses overview are two overview pages linking to helpful articles, the latter links specifically to admin articles about setting up everything associated with expenses.
3. Overview of mileage
4. Overview of per diems
5. Overview of credit card transactions
6. Overview of expense reports
7. Overview of purchase contracts
8. Overview of the Continia File Service
Video
1. Overview of the Expense role center in Business Central (0:55)

Part 2: Set up the Expense Mobile App and portal for expense users

Use the following articles and videos to navigate how to configure the components of the Expense Management portal and app, so they align with your company policies and requirements, and match the needs and requirements of the expense users.

Articles
1. Setting up expense types
2. Setting up payment types and Configuring a matching tolerance
3. Setting up fields and Setting up field dependencies
4. Using your Microsoft 365 account to sign in
5. Setting up document storage
6. Setting up reimbursement methods
7. Setting up mileage vehicles
8. Setting up mileage rates
9. Setting up per diem groups
10. Setting up per diem rates
11. Setting up Secure Archive
12. Setting up the Continia users default setup
13. Setting up data maintenance
14. (UK - If applicable) Mileage VAT calculation (UK)
15. Handling fees
Videos
1. Create expense report fields (2:23)
2. Create configured fields (0:55)
3. Field type simplifications in Continia Expense Management (4:06)
4. Adding more payment types to Continia Expense Management (3:39)
5. Assigning icons to expense types and payment types (1:13)
6. Set attachments to Optional, Recommended, or Mandatory for expense types (1:22)
7. Enable editing of approved documents in Business Central (2:36)
8. Automatic creation of digital vouchers (1:12)

Part 3: Configure the approvals process for expense approvers

You want to make certain the approvers' user experience is aligned with your company policies and requirements, and matches their needs and requirements. The following articles and videos will help you configure the Expense Management portal and app to ensure you can achieve this.

Articles
1. Setting up Web Approval
2. Setting up document approval
3. Setting up approval sharing
4. Posting expenses
5. Posting mileage expenses
6. Posting per diem expenses
7. Reimbursing expenses
8. Reimbursing mileage expenses
9. Reimbursing per diems expenses
10. Reopening expenses
11. Reopening mileage expenses
12. Reopening per diem expenses
13. Moving an expense to another company
14. Moving a mileage expense to another company
15. Moving a per diem expense to another company
Videos
1. (If applicable) Set up Mileage to deduct distance from and to home (1:58)
2. (If applicable) Enabling per diem trips across multiple countries with different rates (4:20)
3. (If applicable) Deactivate accommodation and meals on the Expense Management setup page (0:45)
4. Handling expense documents in Business Central (4:07)
5. (Australia - if applicable) Enable support for GST/GST-free expenses in Australia (2:40)
6. Handle multiple VAT amounts (2:08)

Part 4: Automation and optimization

The following articles and videos will help you optimize the workflow for expense users and approvers by tweaking certain components so as to make the process more efficient.

Articles
1. Automatic import of credit card transactions
2. Downloading expenses from Continia online
3. Downloading mileage expenses from Continia online
4. Downloading per diem expenses from Continia online manually
5. Setting up company policies for expenses
5. Setting up company policies for mileages
6. Setting up mileage to deduct distance between home and office
7. (Denmark - if applicable) Setting up the 60-Day rule
8. Setting up job queues
9. Setting up Document Storage
10. Setting up the Continia File Service in Business Central
11. Resize the document attachment page
12. Automatic creation of digital vouchers
13. Setting up reminder codes for emails
14. Understanding expense user email addresses
15. How to retain expense history when changing user emails
16. (If applicable - if credit card transactions aren't imported automatically) Setting up transaction templates
17. Setting up Continia notifications
Videos
1. Auto amount distribution (2:45)
2. Handling credit card transactions (3:52)
3. Automatic import of transactions in Continia Expense Management (5:19)
4. Optimizing Expense Management with field dependencies (32:20)
5. Configure report action to show by setting report to Mandatory (1:12)

If you've enjoyed this quickstart guide and want to dive a bit deeper into the world of Expense Management administration, try using this guide in tandem with the Continia Learn learning path for Admins, Get started using Expense Management.

For more information about the Continia Expense Management quickstart series, see:

Setting up fields
Overview of quickstart guides
Quickstart guides FAQs
Quickstart guide for approvers
Quickstart guide for expense users
Resources for Help and Support