FAQ

How do I view all of my mileage expenses?

From the filter bar on the ‘Expenses’ screen tap the filter icon (the button farthest to the left) and you will be taken to the ‘Filter’ screen. Scroll down, and you will see under the filter by ‘Expense Type’ section an option to filter your expenses by ‘Mileage’. When tapped it will show you all of your mileage expenses, the total and it will allow you to select all of them with one tap by choosing the select all option.

Permalink.

How do I view all of my receipts?

To view all of your receipts, press the rightmost options that is found in the filter bar from the ‘Expenses’ screen. This will display all your expenses that contain receipt photos.

Permalink.

What is a report?

A report is a group of expenses. You can use reports to create expense reports or to create invoices. These reports can be sent to you clients (great for freelancers, sole proprietors, or independent contractors), to your manager for reimbursement, or to your accountant or bookkeeper.

Permalink.

How do I create a report?

You can create a new report from three different locations in the app.

1. From the ‘Capture’ screen, tap on the ‘Create Report’

2. From the ‘Expenses’ screen, select one or more expenses. Tap the teal ‘Add to Report’ button that appears at the bottom of the screen, in the picker you will see an option to ‘Create New Report’. Note: For this to work you have add at least one expenses to Falcon expenses for this to work.

3. From the ‘Reports’ screen. In the upper right, tap on the teal button with the report icon. This will take you to the create new report form.

Permalink.

How do I add expenses to a report?

You can add expenses to a report in two ways:

1. From the ‘Expenses’ list. To do this you select expenses that you have added to Falcon Expenses and then select the teal ‘Add to Report’ button at the bottom of the screen.

2. From a report. When you are viewing the details of a report (you are taken to the report details screen after you create a report or tap on an existing report from the ‘Reports’ screen). From any report details screen you will see a teal button at the bottom of the screen that says ‘Add Expenses’, when tapped the expense entry options (scan receipt, enter expense, track mileage, and log time) will appear. When you use any of these options to enter and expense, upon tapping save that expense will be saved to the expense report that you were originally viewing the details for.

Permalink.

How do I remove expenses from a report?

You can remove expenses from reports in two ways:

1. From the report details screen (you can get to a reports details screen by tapping on the name of the report from the ‘Reports’ screen).  From within the reports details screen, tap on the expense that you want to remove – this will take you to the completed form that you used to add the expense to Falcon Expenses – tap on the button labeled with the report name (next to Report:). From the picker that appears scroll down until the ‘unreported’ option is highlighted and tap ‘done’, then tap ‘Save’. This will take you back to the report details screen, showing the report with one less expense, the one that you just removed. Note: from the ‘Reports’ screen you can remove expenses from ‘Unsubmitted Reports’ and ‘Submitted Reports’.

2. From the ‘Expenses’ screen you can remove expenses from ‘Unsubmitted’ reports (you have to use the report details screen to remove expenses from submitted reports). Select on any expense that has been reported and tap on the button labeled with the report name (next to the Report:). From the picker that appears scroll down until the ‘unreported’ option is highlighted, tap ‘done’, then tap ‘Save’. This will take you back to the ‘Expenses’ list showing you the former reported expense as unreported.

Permalink.

How do I delete an unsubmitted report?

To delete an unsubmitted report, on the report swipe from right-to-left (this is the same gesture that you use in your email inbox to archive messages) and a red delete button will appear. Tap in the red delete button. This will delete the report that contains all of the expenses but it wont delete the expenses from the Falcon Expenses, the expenses will still remain in the expenses list, but not labeled as ‘Reported’ as they were before.

Permalink.

How do I delete a submitted report?

At this time, you cannot delete a submitted report.

Permalink.

How do I Log Time?

From the ‘Capture’ screen tap ‘Log Time’. From there you can enter time expenses in two ways: 1. using an integrated timer by tapping ‘Start’, or 2. by manual input of amount of time worked. Also, you can set the date of the time log, enter a comment such as ‘proposal for client’, or add a category. Further, if you need to set a specific hourly rate you can do so from the log time screen.

Permalink.

How do I track mileage using my Odometer readings?

From the ‘Capture’ screen tap ‘Log Time’. From there you can enter time expenses in two ways: 1. using an integrated timer by tapping ‘Start’, or 2. by manual input of amount of time worked. Also, you can set the date of the time log, enter a comment such as ‘proposal for client’, or add a category. Further, if you need to set a specific hourly rate you can do so from the log time screen.

Permalink.

How do I Track Mileage using the Addresses feature?

From the ‘Capture’ screen tap ‘Track Mileage’ then ‘Addresses’. From the directions form enter the starting address of your trip into the ‘Start Address’ field and ending address of your trip into the ‘End Address’ field. Tap ‘Calculate’ and Falcon Expenses will calculate your mileage expenses based on the driving distance between the two addresses using the ‘Mileage Rate’ that is set in the settings tab.

Permalink.

How do I change my Mileage Rate?

Go to settings (look for the gear icon in the upper right), and under Application Settings look for ‘Mileage Rate’. There, you can enter your mileage rate. The default rate is $0.56 per mile.

 

Permalink.

How do I change my Hourly Rate?

Go to settings (look for the gear icon in the upper right), and under Application Settings look for ‘Hourly Rate’. There, you can enter an hourly rate. This will be the default hourly rate used for all time logs. You can also set a unique hourly rate to each time log; this can be done from the ‘Log Time’ form (look to the right below the Start / Stop button).

Permalink.

Can I track mileage in kilometers?

Yes! To change mileage unit tracking preferences, simply go to the settings tab and at the bottom will be an option marked ‘Maps Preference’. From this setting you can switch to km or miles by tapping on your unit of choice. The selected option will appear in teal (the unselected option in gray).

Permalink.

How do I add a comment to an expense?

You can add comments (i.e. Lunch with client) to all expense types (receipts, mileage, and time expenses) from each respective expense entry form. Just look for the field labeled ‘comment’. All comments will appear next to their respective expenses in report outputs that are sent from the Falcon Expenses mobile solution. To comment on an expense, press the Expense option on the home menu. You can type whatever you want!

Permalink.

How do I tag an expense?

You can tag expenses entered from any of the 4 capture screens: scan receipt, enter expense, track mileage, log time. To do this, from each expense entry form tap on the button labeled ‘untagged’ (from the ‘Scan Receipt’ form the tag button has a tag icon and is the 3rd option in the row of buttons on the upper left). Use tags to organize expenses by client, projects or anything else that you need to organize your expenses.

 

 

 

Permalink.

How do I create a new tag?

To create a new tag, click on the Tags option (found on the Scan Receipt, Enter Expense, Track Mileage and Log Time expense capture forms). A picker will appear that will have an option that says ‘Create Tag’. Select this option and a dialogue box will appear that you can use to enter the name of the tag that you want to create. Tags that you create will appear in the picker asa  tag option on all expense capture forms (Scan Receipt, Enter Expense, Track Mileage, Log Time). Also, you can filter your expenses by tags by tapping on the filter icon from the row of options in the list below the yellow navigation bar. To delete tags, on the filter page, swipe from right-to-left on a tag and a red delete option will appear.

Permalink.

How do I delete a tag?

To delete a tag, go to the ‘Expenses’ page, then the ‘Filter’ screen (tap on the filter icon, on the far left of the options below the yellow navigation bar). The ‘Fileter’ screen will appear, and you will see all of your tags under the Tags section. From here to delete a tag, swipe from right-to-left on the tag that you want to delete and a red delete button will appear. When you delete a tag, the tag you delete will be removed from all of the expenses that it was applied to – however the expense will still remain.

Permalink.

How do I delete an expense?

There are two ways to delete an expense, both require you to start from the ‘Expenses’ screen (the option in the top yellow navigation bar between Capture and Reports). From the ‘Expenses’ screen:

1. Press and hold on any individual expense and a series of options will expand out from below, including one option to delete the expense. Select the delete option and you will be asked to confirm that you want to delete the expense.

2. Swipe from right-to-left on any individual expense (the same gesture that you would use to archive messages from your mailbox), and the same options will expand out from below. Select the delete option and you will be asked to confirm that you want to delete the expense.

Permalink.

How do I filter expenses by category or tag?

To filter by category or tag, go to the ‘Expenses’ screen (accessible from the middle button in the yellow navigation) and from the filter bar (below the yellow navigation) press the leftmost button with a filter icon. You will be taken to the filter screen, which will slide over from the right. From this screen – to select a category or tag to filter the expenses list by – simply tap on it. Once tapped this will take you back to the expenses list with your filter applied; also, the total amount that you have spent by each filter you apply will be displayed. To display all expenses again, press the filter icon again (the leftmost button located in the filter bar), from the ‘Filter’ screen tap the top most option labeled: ‘Show me everything’

Permalink.

How do I purchase receipt scans?

Go to settings (tap the gear icon in the upper right) and under Application Settings to the left of Receipt Scanning tap ‘Buy More’.

Permalink.

How do I scan a receipt?

1. From the ‘Capture’ screen tap ‘Scan Receipt’.

CaptureProductionEnvio.iPhoneFrame.Black

Your camera will open to snap a picture of the receipt.

2. Tap ‘Scan’ if you are satisfied with your photo or tap ‘Retake’ to take another.

iPhone.Black_ReceiptScanningForm

When you tap scan your receipt image will be sent to for processing, which includes the extraction of the merchant name, date and amount for input into your expense report.

3. After you tap ‘Scan’, you will be taken to the ‘Expenses List’ where your receipt will be labeled as’ processing’.

Processing means that we are extracting the merchant name, date and amount from your receipt for entry into your expense report. It should take at the most 10 minutes for us to process your receipt, in most cases it will take less than a minute.

ReceiptProcessingProductionEnvio.iPhoneFrame.Black

 

4. When your receipt is done processing, the merchant name will appear in the field that was initially labeled ‘Receipt’.

Where the word processing was located will the ‘amount’ of the receipt will be displayed, and the date (below amount) will be updated with the date on the receipt if the date the photo of the receipt was not the same as the date on the receipt.

From here you can also quickly add the expense to a report. Please note that you can also directly add expenses to reports.

ReceiptProcessedSelectedProductionEnvio.iPhoneFrame.Black

Permalink.

How do I Track Mileage?

You can track mileage in three different ways: using your GPS, odometer readings, and entering a start and end addresses. All mileage distances calculated are based on the path taken by car. The mileage rate is set in the settings tab.

Permalink.

How to Track Mileage using your GPS?

Tap ‘Track Mileage’, then ‘GPS: Let your GPS track your mileage for you’ to get to the GPS mileage tracking screen. From here, tap ‘Start’ and start driving. As you are driving your mileage will be logged. When you are done with your trip tap ‘Stop’ and Falcon Expenses will automatically calculate your mileage expense (along the path that you traveled) using the Mileage Rate in the settings tab. Note: in order to track mileage using the GPS you must have the location services enabled in the settings tab.

Permalink.

How do I activate a promo code?

Promo codes are a great way to get acquainted with Falcon Expenses receipt scanning service without having to invest any money up front. Therefore, if you have one, we recommend that you use it. The easiest way to activate a promo code is from the settings tab; the steps below will walk you through that process.

1. From the main screen (capture screen) that appears when you first open the app, tap on the gear icon located in the yellow navigation bar in the upper right. When tapped this icon takes you to the settings page.

CaptureScreen_SettingsGearSelected_BlackFrame

2. From the settings tab, select ‘Buy More’

SettingsProducution.BuyMore_BlackPhone

3. Enter your promo code into the field that is in red.

SettingsProd_EnterPromoCode_BlackiPhone

4. After you enter your promo code and hit ‘Return’ on the keyboard, you will see the following confirmation:

SettingsProduction.PromoCodeEntered_BlackFrame

That’s it, now you can enjoy your free scans!

Permalink.

How do I create custom tags?

Tags can be used to add project codes, client names, or anything else, as an extra layer to organize your data.

You can create custom tags from any of the expense entry forms (i.e. Enter Expense, Odometer, GPS, Addresses, Log Time, etc.). After you create a tag it will remain in your tags list, and you can filter your expenses list by tags (see, How do I filter expenses by tag of category?). Below the steps to create custom tags.

1. Tap on the button to the left of the “Tag” option (labeled “untagged”). After tapping this option a picker will appear (see step 2).

IMG_0613

2. Inside the picker, select the option “Create New”. A dialogue box will popup allowing you to enter the name of your new tag.

IMG_0614

You can also create custom categories. To find out more, check out “How do I create custom categories?”

Permalink.

How do I create custom categories?

Categories can be used to organize expenses by expense type, such as client meal, incidental, food, hotel, etc.

In addition to the categories provided, you can create custom categories. You can create custom tags from any of the expense entry forms (i.e. Enter Expense, Odometer, GPS, Addresses, Log Time, etc.). After you create a category it will remain in your categories list until you delete it, and you can filter your expenses list by tags (see, How do I filter expenses by tag of category?). Below the steps to create custom categories.

1. Tap on the button to the left of the “Category” option (labeled “uncategorized”).  After tapping this option a picker will appear.

IMG_0615

2. Inside the picker, select the option “Create New Category”. A dialogue box will popup allowing you to enter the name of your new category (see step 3).

IMG_0616

3. Enter the name of your new category and select “Create”.

IMG_0617

You can also create custom categories. To find out more, check out “How do I create custom tags?”

Permalink.

How do I add a receipt (i.e. no scanning) with the Enter Expense feature?

With Falcon Expenses there are two ways to add receipt images to your expenses list. One way is via the “Scan Receipt” feature, which is a premium feature that alleviates the user of having to enter the Merchant Name, Amount and Date, as we enter it for them. This is a premium service that Falcon Expenses charges for. For more information on how to use the “Scan Receipt” feature, please see the following FAQ: How do I scan a receipt?

The second method, is a via the “Enter Expense” feature; this is a more “do it yourself” way of adding receipt images with their data.  Below are the instructions on how to do this:

1. Tap on the Enter Expense button from the capture screen.

CaptureScreen_EnterExpense

2. Tap on the camera icon that is in the top half of the screen.

EnterExpense_CameraIconOption_FalconExpenses

3. Choose whether you want to use and existing image or take a new photo.

EnterExpense_SelectReceiptPhotoOption_FalconExpenses

 

4. Follow the instructions.
5. If you want, manually enter the rest of the expense data such as Merchant Name, Date and Amount.

Permalink.

My GPS tracker does not work, how do I fix it?

Two of Falcon Expenses features require the users GPS to work. These features are the GPS feature, which automatically tracks the miles as the user drives and the Addresses feature, which calculates the driving distances between a start and end address that is entered by the user.

In order for these two features to work, you need to makes sure that you are sharing your locations with Falcon Expenses.

To do this, go to the Settings app on your phone (not the settings page in Falcon Expenses) and follow the steps below:

  1. Select Privacy
  2. Select Location
  3. Make sure location is turned on
  4. Scroll down to Falcon Expenses and make sure ‘Always’ is selected

That should work. Thank you for using Falcon Expenses.

Permalink.

How do I submit a report?

Submitting reports is easy. After you have created a report and added at least one expense to your new report. After you are finished adding expenses to your report you can submit it, by email, to anyone all from your phone. To so this, tap on the ‘Submit’ button, which is located in the upper right corner of your report when you are viewing the report.

Reports can be submitted in PDF or spreadsheet formats. You can also submit reports in both of these formats at the same time. When submitting reports in spreadsheet format receipt images will be attached separately. When submitting reports in PDF format, receipt images will come attached as four images per page on the pages following the expense report summary; each attached receipt image will come with a reference number, making it easy to associate it with the appropriate expense located on the expenses summary page.

To learn how to create a report, please review this FAQ: How do I create a report?

To submit reports there is a monthly fee of $5.99 per month, which can be canceled at any time.

Permalink.

How do I cancel my subscription?

To cancel your subscription please send an email to support@falconexpenses.com.

Thank you for using Falcon Expenses and please let us know any way that we can improve our software to better meet your needs. Also, in your email it would be really helpful to us if you share with us your reason for canceling, this also helps us to improve our software. We hope to have you back as a customer soon.

Permalink.

How do I purchase a subscription?

Subscriptions cost $5.99 per month and can be canceled at any time. To purchase a subscription please tap on the submit button in one of your reports; this will prompt you to create a login and enter your payment information to purchase a subscription. Subscriptions allow you to save an unlimited number of expenses and submit an unlimited number of reports.

If you have any questions, please contact support@falconexpenses.com, or tap on the chat icon located in the upper right corner of the top yellow navigation bar, someone will get back to you within 24 hours.

Thank you for using Falcon Expenses.

Permalink.

What do the reports look like that are emailed / exported from Falcon Expenses?

With Falcon Expenses you can email your expense data to anyone all from your phone. All that you need to do is tap on the teal submit button located in the upper right corner of a report (accessible when you are viewing the details of your report).

There are two type of expense reports that you can export/email, a CSV report or a spreadsheet report. You can choose to export one type or both types are the same time.

CSV Report Output

The CSV report contains a summary of your expense data in a spreadsheet. This makes it easy for you, your accountant, manager or boss to manipulate the data. Any receipts that you have attached will come as separate attachments to the email.

Below is an image of the email attachments received by the recipient after a CSV report was submitted from the Falcon Expenses application. This is how the attachments would appear in the recipients inbox. The attachments include a summary of the expenses, which is included in the attached CSV file (see second image) and easy to access, individual attachments, of each receipt image. Receipts can be quickly downloaded with one click, for future storage and safe keeping.

*For mileage expenses entered using the odometer feature and form, the Start and End columns will be filled with the odometer Start and End Readings entered by the user.

PDF Report Output

PDF report outputs provide a quick summary with all of your information in one place. They come as one PDF attachment with the expense report summary on the first page, and if there are any receipt images included in the report they will be attached as four images per page to any pages following the expense summary page. Receipt images can be easily correlated to expense items on the expense summary page by matching the name above the image with the name in the expense summary page. An example of a PDF report output is below.

*For mileage expenses entered using the odometer feature and form, the Start and End columns will be filled with the odometer Start and End Readings entered by the user.

Email with Both CSV and PDF Report Formats Attached

Below is what an email would look like with both CSV and PDF report formats attached. In this email you can see the addition PDF file attachment on the right of the bottom row.

How to Configure ‘Report Output’ Options in the Falcon Expenses Application

From the settings page, you can select one or both of the report out put options (Spreadsheet or PDF). If the option is shown in the color teal, than it is selected. If it is gray then it is not selected. In the screen shot below you can see that only the PDF option is selected, this means that when you submit reports, only PDF reports will be attached.

To learn more about creating reports, please check out this FAQ: http://support.falconexpenses.com/faq/how-do-i-create-a-report/

Thank you for using Falcon Expenses. If you have any questions please contact support@falconexpenses.com.

Permalink.

Why can’t I sign into my account?

Falcon logins / accounts are only provided to users that have purchased a subscription. If you have not purchased a subscription and you are interested in learning how to, please review the FAQ, here.

If you have purchased a subscription and you are unable to log into your account, then please tap on ‘Forgot your password?’, located under the sign in option. This should walk you through the steps to enter your email address, where a reset link will be sent. Once you receive the reset link via email, tap on it and reset your password.

If you have forgotten the email address that you used when you created your account, then please email support@falconexpenses.com and we will retrieve it for you.

Thank you for using Falcon Expenses and feel free to contact support@falconexpenses.com if you have any questions.

Permalink.

About Falcon Expenses, Inc.

Falcon Expenses is an iOS solution for expense tracking and management. Scan receipts, we type merchant, date and amount, auto-track mileage expenses via GPS and log billable hours with an integrated timer. Quickly organize expenses by time period, project or client and easily prepare reports for email to anyone in PDF or spreadsheet formats, all from your phone. Use for reimbursements, taxes, record keeping or invoicing. Falcon Expenses is great for professionals, freelancers, realtors, business travelers, truckers and more. Find out more, here.