What is PoP?

PoP stands for Proof of Purchase, this a handy app we've put together to help you and your staff easily manage expense and mileage claims on the go.

Here's PoP it can make expense claims a breeze:

• Your employee can easily log an expense and you can approve or decline it with a swipe.
• Get an instant notification whenever an employee submits a new request and sign it off right away.
• Put your staff in control of working out mileage and be confident their calculations are correct.
• Easily view and export details of expenses that have been submitted by your team and save this as a spreadsheet, so that you can keep your records up to date no matter where you're working from.
• View your team’s expense history by category and see how much they spend on food, travel and accommodation.
• Instantly chat to staff whenever you want more information about an expense claim.

Download PoP

All you need to do is download the PoP app for free from your phones app store.

You don’t need to set up new details. Simply log into PoP using the same email address and password that you use for BrightHR. Forgotten your password? No problem—you can reset it here.

Now you know a little more about what PoP is, getting started with the app is super simple and this handy guide makes the process even easier! 

Setting up your Preferences

On your app, you have the flexibility to set up the preferences that best suit your business. Things like the currency you'll use, whether you measure mileage in kilometers or miles and the categories you want to use for expense claims.

Login to your account and setup the preferences that best suit your business. Once it's done all your employees will see the settings you've created.

Making Expense Claims

Once you’ve logged in, just tap on the pink plus at the bottom of the screen to start adding your expense claim.  

1. Add your supplier -The ‘Supplier’ field means the company or service provider’s name. 

For example, your supplier might be "Starbucks", "Northern Rail", or "Park Hotel". 

1. Once you’ve added your supplier, select a category from the dropdown menu, such as ‘Food & Drink’, ‘Travel’ or ‘Accommodation’. 

2. Add your total - This is where you add the total amount of your expenses claim. 

It could be the total amount on your receipt, or maybe you’re just claiming the money back for one item on your receipt. 

1. Add Tags - You can also include a personal ‘Tag’ to group certain expenses together. For example, you could add three separate expense claims for the same conference: a hotel receipt, a restaurant bill, and a mileage claim. 

2. Tap the tick to submit your expense claim.

Exporting Expenses

Approving & Declining Requests

Now that your employee has added an expense this will be waiting for your approval.

To do this head to the main menu icon in the top left of the home screen to open a dropdown menu. Click ‘Approvals’ to see all your team’s expense requests in one place.

There are three lists: ‘Pending’, ‘Approved’ and ‘Paid / Declined’.

To approve an expense, simply find it in the ‘Pending’ list and swipe left—or to decline it, swipe right. PoP then moves the request along from the ‘Pending’ list into the ‘Approval’ list. You can follow the same process when you’ve paid an expense.

All of your paid expenses are stored in the ‘Paid / Declined’ list, so you can refer back to them whenever you need to. It’s that simple!

Use the Built-in Messenger

PoP lets you chat to employees about their expenses using instant messenger—so you no longer have to keep up with long-winded email threads.

Simply go to the expense request and select the ‘chat’ icon in the top right-hand corner to send your employee a quick message about that specific receipt.

PoP also keeps a secure record of your chat, just in case you ever need to refer back to it.

Export Expense Records

PoP makes it easy for you to save a copy of your team’s expense history. Just select the share button in the bottom left and choose the expense records you want to save.

Then press the pink tick to choose how to send the records as a CSV file. You can use any email or messenger app that's installed on your mobile.