Inquiry About Setting Up Financial Tasks and Expense Reports

[Yana Gaivoronska]

Good day!

Could you please let us know if it’s possible to configure a setup for our team to submit advance expense reports, including requests for reimbursement or just general financial reports/tasks?

If yes, could you guide us on how to set this up? Additionally, do we need

[Dirk Ronsmans]

Hi @Yana Gaivoronska ,

Without the full requirements I'd suggest to use Jira Service Management for this.

You'll  be able to set up a portal where anyone can submit a new reimbursement or any type of request you want (without having to be a licensed user). Also approvers can do this through the portal without using a license.

Only the people handling those requests would then need to have an agent license.

The information you can request on the portal can be set up using Forms and Request Types.

[Sarp Egemen]

Hi @Dirk Ronsmans 

I agree that JSM is the optimal solution here. However, if they already have Jira and want to reduce license costs, they can use a standard Jira project with properly configured screens and issue security. Additionally, Jira now offers Forms for issue submission, which could serve as an alternative solution to consider.

What do you think about these options?

[Carlos Garcia Navarro]

+1 on JSM and Forms as an alternative. Here is some documentation on how to set up JSM:

https://support.atlassian.com/jira-service-management-cloud/docs/customize-the-look-and-feel-of-your-help-center-and-portal/

[Dirk Ronsmans]

@Sarp Egemen ,

You could also do it with Jira instead of JSM but that would have the dependency that anyone that wants to create something has to have a Jira license. If the users already have a license you can just set up a new project and maybe work with different issue types.

If the don't have a license yet, it'll depend on how many users you have that need access and whether JSM or additional Jira licenses are the most beneficial

[Olha Yevdokymova_SaaSJet]

Hi @Yana Gaivoronska 

Good day to you too! 😊 Yes, it’s absolutely possible to configure a setup for submitting expense reports, reimbursement requests, or general financial tasks using Smart Forms for Jira add-on developed by my team. This solution will allow your team to manage financial processes seamlessly while staying organized in Jira. Let me guide you through the setup:

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How to Configure Expense Reports and Financial Tasks in Jira

With Smart Forms for Jira, you can create customizable forms for financial workflows. These forms can handle advance expense reports, reimbursement requests, and general financial reporting.

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Step 1: Design Your Expense Report Form

1. Create a New Form in Smart Forms for Jira.
   • Add fields to collect financial data such as:
     • Employee Name
     • Expense Type (e.g., Travel, Office Supplies, Meals)
     • Expense Amount
     • Date of Expense
     • Reason/Description
     • Attachments for receipts or invoices.
2. Set Field Requirements:
   • Mark essential fields (e.g., Expense Amount, Attachments) as "required" to ensure complete submissions.

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Step 2: Enable Workflow Automation

• Use the Create Issue feature to automatically generate Jira issues for each submission.
• Map form fields (e.g., "Expense Amount" to "Jira Field: Amount") to  the right fields in Jira.

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Step 3: Customize Expense Categories

• Add dropdown fields for Expense Type with categories like:
  • Travel
  • Meals
  • Office Supplies
  • Others
• Use conditional logic to display specific fields based on the category (e.g., display "Flight Details" for Travel expenses).

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Step 4: Streamline Approvals and Reimbursements

1. Automate Issue Assignments:
   • Use Jira automation rules to assign expense tasks to the appropriate approvers or finance teams based on predefined criteria.
   • Example: Assign "Travel Expense" submissions to the Travel Manager.
2. Add Status Transitions:
   • Configure the issue workflow to include statuses like Pending Approval, Approved, and Reimbursed.

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Step 5: Share the Form with Your Team

• Share the form via:
  • External Link: Let team members submit forms without needing a Jira license.
  • Add to issue type automatically: when a choosen issue type created the from will be added automatically
  • Add to issues manually: employees can add forms mannually to jira issues and submit them with possibility auto-update issue fields and issue status
  • Embedding on a Website/Confluence: Publish the form on your intranet or Confluence page for easy access.

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Step 6: Use Reports for Financial Analysis

• Once submissions are in Jira, you can get reports on responses to track submissions:
  • Use charts to anylyse responses.
  • Export data to Excel or PDf for further analysis integrate with financial tools like Power BI.

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Do You Need Smart Forms for Jira?

Yes, Smart Forms for Jira is ideal for this use case because:

• It simplifies data collection with dynamic forms.
• Automates issue creation and wor with approvals and Jira Automation, saving time.
• Offers responses analytics and export for further actions

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Let me know if you’d like detailed instructions or help setting this up.