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Email notifications

Cleemy sends emails when several different expense report management events take place. This page details all notifications, their triggers, and possible configurations.

Please note that notification texts are contextual and may contain variations different than the examples listed below. The message will also contain a link to Cleemy as well as a greeting that is not included here. The terms in brackets will be replaced by relative information regarding the expense report such as its total.

Notifications linked to approvals

Pending expense reports

Recipient: authorizer of the expense report.

Trigger: an expense report is submitted for the approval of a manager. This generally occurs following the declaration of an expense report by an employee.

Contents: Pending expense reports

You have a pending expense report from [name of declarer] which totals [amount]. To approve this request:

  • You can directly approve this expense report by clicking on the link below (to deny the expense report, you must log into Cleemy):

[Immediately approve this expense report]

  • Or log in: [link to Cleemy].

Variation: if the expense report exceeds a limit or contains other alerts, it will be indicated in the notification.

Configuration option: the link that allows the authorizer to approve the expense report directly from the notification email without logging in to Cleemy is optional. You can edit this via Configuration > Parameters.

Completion of expense report approval

Recipient: Expense report declarer.

Trigger: when the expense report passes through the last step in the approval process.

Contents: Your expense report has been approved

Your expense report n° [expense report number] ‘[Title]’ totaling [amount] has been approved by [authorizer].

Partial approval of an expense report

Recipient: Expense report declarer.

Trigger: This notification only occurs if the approval process includes several steps when an approval is made by an intermediary authorizer (i.e. there is still at least one more step of approval to be completed after this one).

Contents: Your expense report has been partially approved.

Your expense report n° [expense report number] ‘[Title]’ totaling [amount] has been approved by [intermediary authorizer]. It must now be approved by [following authorizer].

Authorization by a third party

Recipient: the theoretical authorizer of expense reports.

Trigger: when an administrator approves an expense report in lieu of the authorizer to whom the pending expense report was assigned.

Contents: Expense report approved by a third party

[Administrator] approved the expense report n° [expense report number] ‘[Title]’ totaling [amount] that you must approve.

Automatic approval of expense reports

Recipient: The declarer.

Trigger: The approval process does not include any steps for the declarer (for example, for a chief executive who would be his or her own authorizer) in which case the expense report will be approved as soon as it is declared.

Contents: Your expense report has been automatically approved

Your expense report n° [expense report number] ‘[Title]’ totaling [amount] has been automatically approved.

Transfer of a pending expense report

Recipient: The new authorizer of the expense report.

Trigger: The theoretical authorizer of an expense report transfers it to another authorizer.

Contents: Pending expense report

[Initial authorizer] transferred [declarer]’s expense report totaling [amount] to you.

Transfer of a pending expense report by a third party

Recipient: The theoretical authorizer of an expense report.

Trigger: An administrator transfers the approval rights of an expense report to another person other than the usual authorizer of the expense report.

Contents: Expense report transferred

[Administrator] transferred expense report n° [expense report number] ‘[Title]’ totaling [amount] to [new authorizer] which you must approve.

Refusals and cancellations of expenses

Cancellation of an expense report by a third party

Recipient: the expense report declarer.

Trigger: declared expense reports that haven’t been approved or controlled can be cancelled by their declarer or by an administrator who has the authorization. This is generally done in order to edit a report when an expense has been forgotten. This notification is sent when such an expense report is cancelled by a third party.

Contents: Cancellation of an expense report by a third party in your name

Your expense report n° [expense report number] ‘[Title]’ totaling [amount] was cancelled by [third party that cancelled the expense report]. You can find each expense from the report in the “Expenses” tab.

Cancellation of an expense report

Recipient: the person who should approve a pending report.

Trigger: when a declarer or a third party cancels a pending expense report.

Contents: Cancellation of an expense report

[Declarer] cancelled expense report n° [expense report number] ‘[Title]’ that you would have approved.

Refusal of an expense report by a third party (in lieu of the theoretical authorizer)

Recipient: the theoretical authorizer of the expense report.

Trigger: the totality of an expense report is denied by an administrator instead of the usual authorizer.

Contents: Expense report denied by a third party

[Administrator] denied expense report n° [expense report number] ‘[Title]’ totaling [amount] that you would have approved. The reason for the refusal is: [reason for refusal entered by the administrator]

Refusal of an expense report

Recipient: The expense report declarer.

Trigger: An expense report is denied in its totality by an authorizer, an accountant or an administrator.

Contents: Your expense report has been denied

Your expense report n° [expense report number] ‘[Title]’ totaling [amount] has been denied by [Authorizer]. The reason for the refusal is: [message]

Refusal of an expense within an expense report

Recipient: The expense report declarer.

Trigger: an administrator or accountant denies a specific expense within an expense report.

Contents: Expense denied

[Administrator/Accountant] denied expense n° [expense number] from expense report n° [expense report number] ‘[Title]’. This expense is dated [date of expense], is a [type] expense and totals [amount]. You can find this expense in the “Expenses” tab. The reason for the refusal is: [reason].

Payments

Payment

Recipient: The user whose expense report will be reimbursed.

Trigger: Entries are paid via the module by an administrator. This payment may include expenses reports, regularizations of previous payments (usually if an expense report has been modified after a previous payment), or advances of expense imputations.

Contents: Expense reimbursement: [amount of payment]

The reimbursement of your expenses totalling [amount] has just been approved. You should receive this payment on [projected date payment will be received].

This amount corresponds with:

  • [Expense reports included in the payment are listed]  Expense report n° [expense report number] ‘[Title]’ - [amount].
  • Regularization of expense report paid on [date]: [amount of regularized payment].
  • Advance deducted from expense report n° [number]: [amount of the advance to be deducted].

Variations:

  • If the projected payment date has been estimated to take place on that same day, the user will be notified that the payment will be received shortly.
  • If the payment is triggered at the same time as the accounting export, the first sentence of the message will be: “Your expenses totalling [amount], have just been processed in accounting.”

Cancellation of a payment

Recipient: The user whose payment has been cancelled.

Trigger: An administrator cancels a payment from the archives.

Contents: Reimbursement of cancelled expense: [amount]

The payment totalling [amount], about which you have previously been notified, has been cancelled by [administrator]. The amounts that have been approved are still due, and everything will be regularized in a future payment.

Advances

Granting an advance

Recipient: The employee to whom the advance has been granted.

Trigger: The transition of an advance entry to a debit in an employee’s advance account by an administrator.

Contents: An expense advance has been granted to you

An expense advance totalling [amount] has been granted to you by [administrator]. The balance of your account has been increased to [balance].

This amount will be deducted from your future expense reports until your advances have been fully compensated by the expenses declared.

[Administrator] commented on the granting of this advance: [comment].

Variations: Cleemy distinguishes between one-time advances and regular ones and uses the appropriate term in notifications. Also, the sentence related to the expense imputation of the advance is not displayed in the case of regular advances.

Reimbursement of an advance

Recipient: The employee who has just reimbursed an advance (using means other than by declaring expenses).

Trigger: The transition of an advance entry to a credit in an employee’s advance account by an administrator.

Contents: Your reimbursement of an expense advance has been recorded

[Administrator] has just posted your one-time advance reimbursement. The balance of your advance account has increased to [balance].

[Administrator] commented on the granting of this advance: [comment].

Variation: Cleemy distinguishes between one-time advances and regular ones and uses the appropriate term in notifications.

Miscellaneous

Declaration of an expense report

Recipient: the user who made the expenditure (i.e. the person who will be reimbursed).

Trigger: an administrator or assistant declares an expense report in the name of an employee who made the expenditures.

Contents: Creation of an expense report by a third party in your name

[Name of declaring third party] created expense report n° [expense report number] ‘[Title]’ totaling [amount] in your name.

To see the details of the expense report, log into: [link to Cleemy].

Requesting details regarding an expense report

Recipient: The expense report declarer.

Trigger: The authorizer or accountant of the expense report uses the  expense report’s messaging service in Cleemy.

Contents: Request for information regarding your expense report

[Requester] made a request for information regarding your expense report n° [expense report number] ‘[Title]’. Their comment: [message].

Authorization to exceed ceiling

Recipient: The expense report declarer.

Trigger: An expense has exceeded a ceiling (i.e. the amount that is reimbursable is less than the amount spent by the employee) but an authorizer permits a one-time allowance to lift this ceiling.

Contents: Expense permitted to exceed limit

The celing of your [type] expense on [date] in expense report n° [expense report number] ‘[Title]’ has been lifted by [authorizer]. You will therefore be reimbursed [new amount] instead of [ceiling amount].

Manual import of expenses

Recipient: The user for whom the expenses were created at the time of import.

Trigger: An administrator imports a file, such as a bank statement, that creates an expense in Cleemy and attaching it to employee(s) involved with making the expenditure.

Contents: Imported expenses

[Number of expenses] expenses were imported into Cleemy.

Errors related to the banking aggregation service Budget Insight

Recipient: The administrator of banking interfaces who has been declared in the configuration interface in the Budget Insight module.

Trigger: The configuration of the bank aggregation module is incomplete.

Contents: Cleemy needs you

The configuration of expense imports in Cleemy is incomplete. The following points need your attention.

  • The username and password of the [name of bank] bank interface are not correct.
  • The bank accounts of the [name of bank] interface are not associated with any user: [list of bank accounts to link].
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