Tallie Implementation Guide

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welcome to tallie | Resources
Welcome to Tallie!
During the implementation session with your client, we recommend
to review each of the settings.
by phone
888.874.1118 x2
Have a question?
Our Product Experts are here to help!
online
support.tallie.com
via email
support@tallie.com
Getting Started with Administrators
page 3
Accessing Tallie Settings
page 4
Company Preferences
pages 5- 9
Multiple Levels of Approval
pages 10 - 13
Integrations & Sync
pages 14 - 16
Manage Lists
pages 17 - 23
Connecting Tallie and Bill.com
pages 24 - 25
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2.
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7.

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welcome to tallie | Getting Started
1. Have your client log in to their email account and
find a message from Tallie.
2. The client should open the Tallie email message
titled “Welcome to Tallie” or “You’ve Been Invited
to Use Tallie.”
3. Depending on the email message, the
administrator will need to open the
welcome email and click the “Verify Email” or
“Accept Invite” button.
Getting Started with Administrators1.
tallie tip
Learn how to
invite other
administrators
and users on
PAGES 17-18
tallie tip
Save a bookmark for the
Tallie login page
usetallie.com/sso/

tallie tip
Clicking the will take you out
of the Tallie Settings portal and
back to the Purchases page.
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welcome to tallie | Accessing Settings
accessing the settings portal
1. Sign in to Tallie.
2. Click on the in the upper-right corner.
OR Click on the account holder’s name to open the
user menu. Select “Settings.”
Tallie provides account administrators with extensive control.
Tallie Settings2.

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tallie settings | Company Preferences
company profile
Update the company name,
name of the account owner,
contact email address and
phone number.
features
Mandate, exclude, or allow
the option of reporting
the Project and/or Class/
Department when expenses
are reported.
customize
Change basic global features
and general settings such
as Time Zone, Currency
Format, Date Format, and
the Legal Text for Expense
Reports / Approvals.
global approvers
Set up a default approver as
well as one or more top-tier,
global approvers.
The email address field
in the Company Profile
area is tied to the
company’s first account
administrator.
Learn more about
Tallie’s approval
hierarchy on PAGE XX.
Company Preferences3.

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expense feature controls
1. Approval Levels is an optional layer of approvals based
on monetary amounts. Turning this control on will
set an additional approver at the end of the standard
approval flow if the expense report total exceeds a
specified amount.
2. Turning on Company Policies will allow administrators
to create expense reporting policies, which will require
certain details to be added onto expense transactions
entered into Tallie (for example: “receipts are required
for all transportation expenses”).
3. Setting up Groups will give a group of users exclusive
access to certain expense
categories. By default, Groups is
not enabled so all users are able
to see the entire list of active
Expense Categories.
link http://support.usetallie.com/
customer/portal/articles/
1141207-features
Company Preferences > Features
The Features section allows you to mandate, exclude, or allow the option of reporting the Project and/or
Class/Department when expenses are reported.
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tallie tip
Don’t turn on Groups
yet! Encourage your
client to have the
expense categories list
cleaned up first, then
enable. This will make
it easier to configure
Groups later.

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creating monetary approval levels
1. In Company Preferences -> Features, turn on the
“Use Approval Levels” feature and save. Click on the
“Approval Levels” tab after it appears.
2. To add an approval level, click on “Add Approval
Level” or click on an existing approval level to edit it.
3. Enter the name and whole number to represent
the monetary Approval Limit. Toggling “Yes” for
Unlimited Approval would ignore the approval limit.
4. In this example, we have created an approval level
“Executive” with a $3,000 limit. This means that
after the standard
approval process
for the expense has
been completed, if
the expense exceeds
$3,000, then the person
configured with this
approval limit must also
approve it.
link http://support.usetallie.com/customer/portal/
articles/1141094-creating-monetary-approval-levels
assigning monetary approval levels
1. To assign approval levels, click on
Manage Lists from the navigation bar. Access the
People section, select a user’s name, and go to the
Permissions tab.
2. Make sure that the previous steps of enabling
approval levels and creating approval levels have
been completed. Otherwise, this drop-down menu
will not appear.
Company Preferences > (Monetary) Approval Levels
Approval Levels is an optional, additional layer of approvals based on monetary amounts, such as when you
need another person to approve a report whose total exceeds a certain amount.
There is already
an approval
structure built
into Tallie.
Check out the
“Multiple Levels
of Approval”
section on
PAGE 10
articles/1141349-assigning-approval-levels
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configuring policies
1. In the Features section, turn on “Setup
policies for expenses and expense reports.”
Save the change and select the “Policies” tab
after it appears.
2. To add a new policy, click on “Add a New Policy”
to the upper-right of the table, or click on the
pencil icon to edit an existing policy.
3. Select an Expense Category and/or input an
amount in “Set a total spend limit.” For example:
by leaving the expense category blank and
entering “25” as the amount, all transactions
$25 or greater will require the selected policy
outcomes regardless of category. If both fields
are blank, then this policy will be applied to all
expenses entered into Purchases.
4. In “Policy Outcomes,” check off details you’d like
users to add based on the conditions set above.
Note: If Entertainment or Meals type expense
categories are selected, another policy outcome will
appear called “Attendees”.
5. Warning Text is optional. There will be a default
message that displays when someone is in
violation.
6. Name the policy and click “Create Policy.”
articles/1141088-configuring-policies
how policies are displayed on the
purchases page
If the expense is missing details and is
violating a policy you’ve set, this is how
it appears for the user:
Click on the “Out of Policy” flag
to open a dialogue box explaining
the policy.
Note: Users are still able to submit expense
reports when included transactions are Out
of Policy. It’s the approver’s responsibility to
approve or reject it back to the employee.
The message will remain on transactions
throughout the submission, approval, and
export processes.
Company Preferences > Policies
Turning on Company Policies will allow administrators to create expense reporting policies,
which will require certain details to be added onto expense transactions entered into Tallie.
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creating groups
1. In the Company Preferences -> Features section, turn on the
“Setup Groups” feature and save.
2. Click on Manage Lists from the main navigation and select the
“Groups” tab. Click “Add Group” button to create a new group, or
click on the pencil icon to edit an existing group.
Company Preferences > Groups
The Groups feature in Tallie allows you to give a set group of users exclusive access to certain expense categories.
By default, Groups is not enabled so all users are able to see the entire list of active Expense Categories.
Note: Once the Groups
feature is enabled,
newly created expense
categories will not
automatically be added
into any group. You
must add it to Everyone
or some other group
in order for it to be
available to users.
3. The “Everyone” group is created by default and
cannot be deleted. All users listed in the People
section will always automatically be added into
this group. All expense categories available or
existing at the time Groups was enabled will also
be automatically added into this “Everyone” group.
4. Select a user using the drop-down menu and click
“Add User” to add him/her to the group.
5. Select an expense category and click “Add
Category” to add specific categories that these
people will have access to.
6. Click “Create Group” or “Update Group”
when complete.
Note: After adding expense categories to a group
for exclusive availability, make sure to remove those
expense categories from the Everyone list. Assigning
a category in another group does not automatically
remove it from that universal group. The Everyone
group takes precedence if the category is in Everyone
and another group.
articles/1266358-groups
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tallie settings | Approval Flow
Approval Flow
The core of the approval flow consists of the User, Project and
Enterprise. The general hierarchy for approval in Tallie is as follows:
While a catch-all, default approver may be selected, Tallie also offers
the option to set up multiple levels of approval.
Multiple Levels of Approval4.
PROJECT
MANAGER
USER
MANAGER
DEFAULT
APPROVER
GLOBAL
APPROVER
User
submits a
report
Report moves
into Accounting
System
Report moves
into Accounting
System
ADDITIONAL
USER APPROVER
(OPTIONAL)
ADDITIONAL
PROJECT APPROVER
(OPTIONAL)

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setting default approvers
The default approver is applied when there are no other approvers set on
any of the other levels of approval. To set a default approver:
1. Open the user menu by clicking on your name at the top right of any
Tallie page. Select Settings.
2. Select Company Preferences -> Global Approvers.
3. Select a Default Approver from the drop-down menu.

Note: If there is an approver on any level, the default approver
setting will be ignored.
Approval Flow > Default Approvers
before assigning approvers
A user must have the “Approve
Expenses” box checked under their
Permissions tab before they can be
listed as an Approver.
1. In the Settings, select Manage
Lists -> People.
2. Click on the name of the user to
become an approver.
3. Select the Permissions tab and
check the “Approve Expenses”
box in the Approvers/Managers
section.
4. Hit Save.
Learn more about setting user
permissions on PAGE 18.
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level one: assigning user manager
The first level of approvers is the list of managers
assigned to individual employees.
1. Access the People list by clicking Manage Lists ->
People.
2. To edit a user’s settings, click on his or her name
from the table.
3. Click on the tab labeled “Approvers”. To select
a Manager for the User level, click on the drop-
down menu.

level one: additional approvers (optional)
Approval Flow > User Approvers
Note: If you have checked the
box labeled “Only use expense
approvers on this page, the system
will override all other levels of
approvers (i.e. project approvers
and global approvers).
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If this level of approvers is added, the original User
Manager must always approve first.
4. To add User Additional Expense Approver(s), click
on “Add Expense Approver”.
5. The requirement for their approvals will change
accordingly, depending on which option selected
(Any approver vs. All approvers).
6. With “Any approver can approve expenses”, all
those listed will see it, but only one person will be
required to approve the report before it moves to
the next stage.
7. With “All approvers must approve expenses”, all
approvers listed must approve before the report
moves to the next stage.

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level two: assigning
project approvers
The second level of approvers is
the list of managers assigned to
projects.
1. To access the Projects
list, click Manage Lists ->
Projects.
2. Select a project name from
the table list to edit its
settings.
3. Click on the tab labeled
Approvers and select a
Manager from the drop-
down menu.
Note: A Project Manager functions
the same as the User Manager, and
must have the Approve Expenses box
checked under their Permissions tab
before they are listed here.
Approval Flow >
Project Approvers
level three: setting global approvers
1. Open the user menu by clicking on your
name at the top right of any Tallie page.
Select Settings.
2. Select Company Preferences ->
Global Approvers.
3. To select a Global Approver, click “Add
Expense Approver” and select the approver
using the drop-down menu.
4. Depending on which option is selected (Any
approver vs. All approvers), the requirement
for their approvals will change accordingly.
Approval Flow > Global Approvers
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why use a global approvers?
The Global Approver level is used
primarily for two reasons:
Client prefers not to assign
individual approvers to
projects and employees.
OR Clients prefers to have an
extra tier at the end of the
approval process.
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tallie settings | Integrations & Sync
overview
Allows you to download TallieConnect
and edit synchronization settings.
Typically, no adjustments need to be
made here.
The Integrations & Sync area is comprised of three subdivisions:
Overview, Import Settings, and Export Settings.
export settings
Allows you to change the export
settings in Tallie.
Integration & Sync5.
Without QuickBooks, select
“Archive” from the drop
down menu.
sync settings
Select the default accounting software
for synchronization in this section. We
currently support QuickBooks Online.

15
Depending on your Expense Payment selection, a different series of export settings will
become available. Choose from one of the following export options:
export to accounting software
1. Select “Accounting” from the drop down menu.
2. Payment export type allows you to define how to reimburse
employees (check or bill).
3. The Accounting System Transaction Dates allows you to
select how expenses are exported and recorded in your
accounting system (transaction date, export date, or to be
prompted to select a date before you export).
4. For your non-reimbursable corporate card charges, check this
box to import Merchant Name into accounting software. For
instances where a vendor on a transaction doesn’t exist in
QB, you can also tell Tallie to create it in either your Vendor or
Other Names list
5. Accounting Mapping defines the accounts that your checks
and/or bills are paid through.
6. To store receipts in QuickBooks, select “SmartVault” from the
menu and connect to your account.
7. The Payment Memo will default to include the report ID
number, expense report name, and description.
Integrations & Sync > Export Settings
export to bill.com
Connecting Tallie with your
Bill.com account for reimbursements
is addressed on PAGE 24
export to archive or pdf
These selections will either archive
the expense data or export the
data as a PDF.
export to custom template
Exporting data to a system outside of Tallie’s scope
may require a Custom Export Template. Please
contact a Tallie Product Expert for more information.
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4 5
6
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export to payroll software
1. Select “Custom Export” from the drop down menu.
2. To use SmartVault for data storage in conjunction
with QuickBooks, select “SmartVault” and enter
your login information.
3. The Mappings settings require you to input the
company ID for your payroll software.
4. If you’re using any payroll solution outside of Tallie’s
scope, a Custom Export template may be needed.
If this is the case, please contact a Tallie Expert for
more information.
export to accounting and payroll software
1. Select “Accounting and Custom Export” from drop
down menu.
2. This selection will include all of the settings
described in the individual “Accounting” and
“Custom Export” sections.
3. Two extra settings are available below in Accounting
Mapping. Only one of these settings needs to be
selected to offset the balance of expense amounts in
your accounting software.
Integrations & Sync > Export Settings
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tallie settings | Manage Lists
adding a new user &
updating personal information
1. Click the “Add Person” button.
2. Make sure that the email address field is accurate
and valid — this email address will be the user’s login
name and will be used for Tallie’s automatic emails
(approval notifications, rejection notifications, etc).
3. If any details are missing or incorrect, change it in
Tallie (or your accounting software) and the adjusted
data will also sync back to the integrated accounting
software. These fields sync bi-directionally if in the
Permissions tab, Person Type is “Employee”.

articles/1142690-individual-user-information
Manage Lists6.
Manage Lists > People
All list data must be manually added by an account administrator. Eliminate some data entry by synchronizing
Tallie with an integrated accounting system, such as QuickBooks Online, QuickBooks for Windows or Bill.com.
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1

18
sending welcome emails
When setting up new Tallie users, there are two
ways to send welcome emails: via Mass Update and
individually.
For Mass Update:
1. To send multiple welcome emails at once,
check the boxes to the
left for one or more
employees. You may also
select all by checking
the master check box at
the top.
2. Click on the arrow on the
right side of the green
Mass Update button.
3. From the drop-down menu, click on
“Send Login Information”.
If there isn’t an email address applied for a user,
this person will be skipped
4. The user will receive the email “You’ve been
invited by (Company Name) to use Tallie.”
The user should click Accept Invite to set up
his/her password for Tallie.
articles/1142704-sending-welcome-emails
Note: If Approval Levels are enabled, the Expense
Approval Level drop-down menu will be shown.
Details on how to set Approval Levels, view this guide:
Monetary Approval Levels.
Manage Lists > People
a name to edit.
2. In the “Permissions” tab, use
the drop-down menu to define
what type of person they are.
3. The chart below explains the
authorization check boxes that
an administrator may give to
an individual employee.
set up individual user permissions
1. Access your People in the Manage Lists and select
link http://support.usetallie.com/customer/portal/articles/1142689-personal-permissions
track expenses Access to track expenses in Tallie.
approve time & expenses Ability to approve expenses for people or projects
they are assigned to.
export Ability to export approved expense reports
into your accounting software.
view all reports Access to the Analytics tab in Tallie. This includes
access to accounting reports and reports that can
contain confidential information.
full system admin Access to sync and change settings in Tallie. In order
to give a person “full administrative access,” they
would need all the boxes in the Administrator rights
row checked.
Permission Check Box Description
2

19
adding a project
1. To manually add a Project to Tallie, click “Add Project”.
2. To edit an individual customer or project, simply click
the name. Checking a few projects off enables Mass
Update.
3. After choosing a project to edit (or choosing to add a
new project), click on Details to edit.
Note: If you synchronized this project from your accounting
software, the Company Name, Project Name, and Project
Dates will be automatically populated.
4. To create a new customer in Tallie, enter the customer
name in the Project Name field.
5. To create a new project or sub-job for an existing
customer, select the Parent Project using the drop-
down menu, and enter the Project Name.
6. Start and End Dates are not required, but these can
be utilized to restrict when projects are available for
expenses.
7. When using Departments/Classes for expense reports,
you may select a default class for the project.
articles/1142697-project-details
Manage Lists > Projects
While you may manually add projects to Tallie, it is recommended that you import your projects and sub-jobs
from your accounting software using TallieConnect or via the Sync Now button in Integration & Sync
5
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6

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assigning approvers to specific projects
1. Click on the Approvers tab after selecting
a project. Tallie allows you to specify global
approvers, approvers for specific employees,
and even approvers for specific projects.
2. The Manager setting allows you to set up a
default approver for this specific project.
Manage Lists > Projects
assigning people to projects
1. By default, this Project will track expenses for all users;
however, you may change the “Access” settings to
allow only selected expense users.
2. To add specific people to this list of selected users,
click “Add Person”.
3. The start date and end date are not required; however,
these dates allow you to restrict the tracking of
expenses for this person on this project.
articles/1142703-assigning-people-to-projects
Note: If there is nobody selected here, and there
is also no other approver on the expense reports
flow, the expense reports will be sent to the
Default Approver.
articles/1142691-assigning-approvers-to-projects
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adding & editing an expense category
1. To configure Expense Categories, select the
Manage Lists settings area on the navigation
bar and click Expense Categories.
Manage Lists > Expense Categories
While Tallie is able to sync your Chart of Accounts from your accounting software (listed under
Manage Lists > Accounts), this list is not visible to expense submitters since it reveals too much
personal accounting information. You will need to create Expense Categories in Tallie, which are
mapped to an appropriate expense account or service item of your choice. When users create
expenses, there will be a drop-down menu to select from a list of Expense Categories.
link http://support.usetallie.com/customer/portal/articles/1142679-expense-categories
2. To deactivate any of the supplied
categories, hover over the line
and click on the blue arrow on the
right. Select “Archive”.
3. Click on “Add Expense Category”,
or select the name of an existing
category to edit it.
4. When creating or editing a new
expense category, enter the Name
and select the Type (Display icon).
While most are simple types,
there are three special types
including Entertainment, Meals,
and Mileage.
5. The Fixed Rate field may be
utilized if you have a Per Diem
type of expense.
6. The default Mileage categories have a predetermined
fixed rate per mile – these rates are the standard rate
set by the IRS for the respective years.
7. The Start Date and End Date are optional. These will
restrict when people can select this expense category.
8. To export expenses from of Tallie to other
integrated softwares such as QuickBooks or Bill.com,
map your expense category to either an Account
OR a Service Item.

Note: You may map several expense categories to a single
expense account or item, but you cannot map a single
expense category to several accounts or items. In those cases,
you will need to create additional expense categories and
map them accordingly.
2

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adding & editing a class, item or account
1. Click the Add button and fill in the specified
information on the following page.
2. To edit an existing class, item or account, simply click
the company name on the table.
3. Enable the “Mass Update” button by selecting multiple
check boxes in the far left column of the table.
Manage Lists > Classes, Items, Accounts
Classes, Items and Accounts contain list data that are imported from your accounting software (e.g. QuickBooks
or Bill.com) into Tallie. Adding new data or changing data in one system will sync these updates into the other.
link http://support.usetallie.com/customer/portal/articles/1142636-classes-items-accounts
While you can create
records directly in Tallie, it is
recommended as best practice
that data be created in your
accounting software first
and then sync to Tallie via
TallieConnect (for QuickBooks
Desktop integrated accounts)
or via the Sync Now button
in Tallie’s Integration & Sync
Overview menu (for Bill.com
integrated accounts).

23
mapping company cards
1. To map the corporate cards to the
appropriate liability account, go to
Manage Lists and select Company Cards.
2. If you are configured to export your non-
reimbursables to QuickBooks directly, select
the credit card register transactions should
post to in QuickBooks upon export.
3. If you are configured to export your non-
reimbursables to Bill.com directly, select the
credit card liability account and vendor name
the transactions should post to upon export.
Manage Lists > Company Cards
If your employees use corporate credit cards, the Company Cards page will allow you to map the transactions to a
specific a credit card liability account listed in the Chart of Accounts.
articles/1142652-mapping-company-cards
Note: For the cards
to be visible for
mapping, members
of your team must
add their cards
into the system
and select “Non-
Reimbursable
(company pays
for this card)”.

24
tallie settings | Integration with Bill.com
Tallie’s integration with Bill.com automatically creates bills from expense reports
to digitally reimburse your team and pay your credit card vendors.
Connecting Bill.com with Tallie7.
conntect to tallie
1. Log into Bill.com
2. Click on the gear icon in the top right to open up the
settings menu, and select “View All” listed under Apps.
2
5
6
3. Select the Tallie app.
4. Click Connect and then Continue. The system will
give you the option to link this Bill.com account to an
existing Tallie account (based on your
email address) or create a new one.
5. To link an existing account, select
the first option. Enter your log in
credentials for Tallie, review the billing
information for Tallie, and the accounts
will be connected.
6. To create a new Tallie account,
select Create New Account. Verify
the pre-populated information and
review Tallie’s billing information. Both
accounts will be connected thereafter.
articles/1305420-bill-com-tallie-integration
before connecting
Synchronize your data
between Bill.com and any
other accounting software
first. Once you have primed
your Bill.com account
with the most updated
information, we can link it
with Tallie.

25
tallie settings | Integration with Bill.com
Integration & Sync > Synchronization Settings
Syncs between Bill.com and Tallie occur bi-directionally. Adding new information to Tallie
will immediately be added to your Bill.com account. New information added to
Bill.com will come into Tallie every hour.
sync now
1. In Tallie’s Integration & Sync area,
select the “Overview” section.
2. Click the Sync Now button to instantly
pull data from Bill.com.
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articles/1305420-bill-com-tallie-integration

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