Manage an association's expense claims, without a spreadsheet
An expense paid by a member becomes an expense claim in thirty seconds: the receipt is photographed, the board approves, the reimbursement is traced.
From the photo of the receipt to the reimbursement
In a student association, members pay out of pocket every day: shopping for the welcome weekend (WEI), decorations for the gala, equipment hire. The risk is not the expense, it is the proof. A thermal receipt left at the bottom of a bag becomes unreadable within a few weeks.
With toGaether, the member enters the claim at the time of purchase, with a photo of the receipt. It appears in the board's queue straight away.
Entered from a phone, with a photo of the receipt attached- Approved by the board in two clicks
- Status visible to the claimant: to approve, approved, reimbursed
- Alert on claims with no receipt
How it works
Photograph
The member takes a photo of the receipt at the time of purchase.
Declare
Amount, purpose, event concerned.
Approve
A board member approves, never the person who spent.
Reimburse
The transfer is tracked and the entry is created.
An approval rule the whole board applies
An expense claim takes two people: the one who spent is not the one who approves. The approval workflow makes that rule automatic instead of leaving it to everyone's memory, and keeps a record of who approved what.
Each reimbursed claim becomes a treasury entry, categorised and backed by its receipt. Nothing is entered twice.
Receipts ready for the year-end report
At the end of the financial year, the share of entries with a receipt attached can be read at a glance. The documents are kept with the entry, available for the general meeting, the school or an audit.
How long does it take to set up an expense claim process?
One board meeting. You only need to decide who approves, up to what amount and within what time, then tell the members. The most useful rule fits on one line: no receipt, no reimbursement.
Associations that run a welcome weekend or a gala are better off opening the process before the event than after it: expenses are entered the same day, while the receipt is still in the hand of the person who paid.
Frequently asked questions
Can a member choose not to be reimbursed?
Yes. In France this is called an "abandon de frais" (waiving the reimbursement), and it can give rise to a tax reduction when the association is eligible. The conditions are set out in our guide to expense claims.
Do paper receipts have to be kept?
Keep the originals for the statutory retention period for accounting documents. The photo attached to the claim is for day-to-day tracking and makes sure no receipt is missing when the reimbursement is made.
Who can approve an expense claim?
Board members who hold the appropriate role. Roles are defined by the association in member management.
Going further
Your next term, without spreadsheets
Show us how your association or school runs: we'll show you what toGæther would change, on your real cases.