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We're working on a big upgrade to the expense submission process, and we'd like feedback from the community.
The new expense flow will enable useful new features like:
Here are some designs we've done so far:
Select expense type
Make it much clearer whether you're submitting a receipt or an invoice, as these are different in many ways. Receipts are for getting paid back for a purchase already made, while invoices are for charging for your time, getting paid in advance, or if you don't have a receipt.
Submit single receipt
Submit multiple receipts
We want to cut down on repetitive data entry as much as possible, so it's more worthwhile to submit even small expenses. We're calling this a
Instead of requiring you to create a seperate invoice document and attach it, users will put the invoice details directly into the expense form.
This will allow us to save your details for next time, so if you submit an invoice every month for example, you'll just have to type in the description of what you're charing for and the amount and everything else will be there already.
(If you want to include an attachment for any reason, you still can as a comment).
Fiscal hosts can define the payout methods they use, and expense submitters can select from them. The system will save your payout details for that method, such as your paypal address or bank transfer instructions.
A lot of users are concerned about their private info, such as address, email, and bank details, becoming public, since Open Collective emphasises transparency. It's always been the case that these details are kept private and only admins can see them, but we're making that way more obvious in the new design to put minds at ease.
There are also very clear "public notes" and "private notes" boxes, so you can decide what details to share publicly and what to keep private
Improved view of a Collectives expenses, where you can filter by status and tag. The admin view of this screen will also have action buttons like
Fully featured discussion threads, with clear indications of the status changes an expense has had, including when and who. For example, when an expense was approved, edited, rejected, etc. There will also be the option to post private comments to answer questions about payment details and confidential matters.
For expenses submitted in error, spam, etc.
Submit on behalf of
We don't have a mockup for this one yet, but it's an important improvement that will let you submit an expense to be paid out to someone else. This means you can help out collaborators who don't like paperwork, or submit on behalf of a vendor who isn't signed up to Open Collective yet and make it easier for them. The person will get an invitation to accept/confirm the expense and enter their payment details (if they don't already have them saved to their profile), and the expense will be correctly attributed to their profile instead of the submitter's (for accurate records, tax reporting, etc).
You can check out some clickable mockups here.
Here is my feedback. Hope it's useful.
Select expense type
Submit on behalf of
Normally supporting documentation includes private information such as payment details and people's addresses, so I don't agree with this. I think users should be able to post attachments as comments and decide whether it's private or public.
This is just a name I gave to this section for the purposes of this post. It's not going to appear anywhere. The feature will be expense pages.
Yes this is about selecting someone else besides yourself to be paid. It's mentioned separately because it's a very different function than getting yourself paid. We're missing designs for how that flow will look.
Everything else I agree with!