When we launched our big UI overhaul, codenamed Project SOUFFLÉ, we promised the new framework and visual style we put in place would allow us to push out new developments faster than ever. In just a few short months we’ve already rolled out three awesome new customer support tools, and today we’re announcing the first major update to the business end of the Crunch system – a revamped, lightning-fast expenses system.

We know entering expenses can be a little arduous, especially if you have a foot-high stack of receipts to go through. The focus of this redesign has been to make the expenses system as quick and painless as possible. Based on user activity, we’re pre-populating as many input boxes as we can, meaning less input required from you.

The various expense lists have been consolidated into one searchable, filterable table. Paid expenses will now have a happy green box beside them, while unpaid or partially-paid expenses will list the amount outstanding. The revamped expense list also includes a new (and fairly self-explanatory) feature called “Quick Pay”. This is a super-quick popup that allows you to mark an expense as paid in just a few clicks. All you have to do is choose the date of payment and the payment method.

new expenses list

Click to embiggen

The expense payment page has – somewhat paradoxically – become much simpler, but also gained a slew of extra functionality. Here you have the ability to add and delete line items, payments, refunds and supplier credit notes, as well as add a little aidemémoire to each expense should you wish.

As well as cosmetic and workflow improvements we’re also adding in a document storage feature. Scan or photograph a receipt, and you can upload the image when raising the corresponding expense. This means all your expense paperwork can be stored virtually in Crunch, and you can ditch the shoeboxes.

As you are no-doubt aware, HMRC requires all records of expense claims to be kept for six years should the tax inspectors come calling. The records (whether they be physical or digital) must:

1) Capture all the information on the document (front and back) and,
2) Allow the information to be presented in a readable format

Which is exactly what our system does! For every expense you raise, you will be able to attach up to five documents of up to 2MB in size (in .jpg, .png, .pdf, .doc or .odf format), which will be tied to that expense. All of these will be kept alongside our other user information in our super-secure, redundant, fully-backed-up datastore – so you can set fire to your paper records with confidence.

New expense editing screen

Click to embiggen

There are plenty more little tweaks and polishes to be found, including some fairly major time-savers on the bank reconciliation screen. We won’t give everything away here, but you can view the release notes in our support area for a full rundown once the new expense system is live. As this is quite a significant change, we’ll also be offering some video tutorials to help everyone get to grips with the new system.

We hope you’re just as excited about these changes as we are. They should be rolling out to all users in the next fortnight. As always, if you have any suggestions you can drop them into our user feedback area, or shout at us on Twitter.