# Expenses settings

What each option of the Expenses settings does, from receipts sent by e-mail and their alias to the journal of employee-paid expenses and the payment methods of company-paid ones.

The Expenses settings are short: one option for receipts sent by e-mail, and two for the accounting of expenses. Open **Expenses/Configuration/Settings**.

## Before you start {#before-you-start}

- You need the **Administrator** access right on **Expenses**, and the right to open the settings of the platform.
- The accounting options belong to the current company; switch company before changing them for another one.

## Expenses {#expenses}

![Incoming Emails turns e-mailed receipts into expenses once an alias domain exists.](https://jaah.app/web/image/10814-664fcf1f/vendor-bills-settings-settings_incoming-en.png)

### Incoming Emails {#incoming-emails}

On by default. An employee e-mails a receipt to the expenses address, and an expense is created for them with the receipt attached. The address accepts employees only: the sender is recognised by the work e-mail of an employee or the e-mail of their user. The subject fills the expense: its first word, when it is the **Reference** of a category (such as `FOOD` for **Meals**), sets the **Category**, and an amount, with or without the company's currency (such as `85` or `$85`), sets the **Total**; the rest of the subject becomes the **Description**. The employee is told the expense was registered, by a note on the expense when they have a user, by e-mail otherwise.

### The expenses address {#alias}

The address is shown under the option, as **Alias**, a name (`expense` by default) followed by the domain of the database, only once the database has an alias domain. Without one, the option shows **Setup your alias domain** instead: it opens the general settings, where the domain is set. Until then no e-mail reaches the expenses, even with the option on.

### Options this platform does not offer {#not-offered}

The module also defines **Reimburse in Payslip**, **Expense Digitalization (OCR)** and **Expense Card**. Each needs a module the platform does not include, so their rows are hidden from the page.

## Accounting {#accounting}

![The journal of the employee-paid expenses and the payment methods of the company-paid ones.](https://jaah.app/web/image/10818-b25974ae/vendor-bills-settings-settings_accounting-en.png)

### Employee Expense Journal {#journal}

The purchase journal proposed when an expense paid by an employee is posted; the receipts of those expenses are numbered in it. On a new database it is empty: the posting dialog then proposes the first purchase journal, and the first posting stores that journal here. Choose a dedicated journal, such as **Expense**, to keep the employees' receipts apart from the vendor bills.

### Payment methods {#payment-methods}

The payment methods an expense paid by the company may use (a company card, the petty cash). Empty, it reads **All payment methods allowed**: every outgoing method of the bank and cash journals is offered on the expense.

Click **Save** to apply your changes.

## FAQ {#faq}

### No expense arrives from the e-mails. {#no-email}

Check three things: **Incoming Emails** is on, the database has an alias domain (the **Setup your alias domain** link is gone), and the sender's address is the work e-mail of an employee or the e-mail of their user.

### Where are the settings of vendor bills? {#bill-settings}

On the accounting settings page, explained in [Accounting settings](/docs/accounting-start-here/accounting-settings).

### Where are the expense categories? {#categories}

In **Expenses/Configuration/Expense Categories**, for the **Administrator** access right on **Expenses**; [How bills and expenses fit together](how-bills-and-expenses-fit-together) explains what a category carries.

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- Source: https://jaah.app/docs/vendor-bills/expenses-settings
- Updated: 2026-10-23
- Version: Vendor bills and expenses 19.0.2.1
- Verified: 2026-10-23