Configure ChromeRiver (Emburse) to receive expense receipts

ChromeRiver is a corporate expense management solution that enables organizations to capture, track, and process employee expenses efficiently.

ChromeRiver is now marketed as Emburse Enterprise. However, it is still labeled as ChromeRiver on the Spotnana platform.

If you set up the integration between ChromeRiver and the Spotnana platform, when travel is booked through the Spotnana, expense data will automatically be sent to ChromeRiver. This integration eliminates the need for travelers to manually upload invoices, simplifying and accelerating expense reporting.

TABLE OF CONTENTS

• Configure ChromeRiver (Emburse) to receive expense receipts
  • How the integration works
  • Prerequisites
  • Configuring the integration in Spotnana

How the integration works

• Travel expenses from Spotnana are transmitted to ChromeRiver based on your configured rules.
• Expenses associated with both central payment methods (e.g., corporate cards) and personal payment methods (e.g., personal cards) are supported.
• Administrators can define:
  • Which payment methods route expenses to specific accounts
  • Which booking types (flights, hotels, etc.) send expense data
  • Whether custom fields are included in the data transfer

Prerequisites

For the integration to function, settings must be configured in both systems - Spotnana and Emburse/ChromRiver.

Action required:
Before proceeding, contact your Emburse/ChromeRiver account manager to enable the Spotnana integration within your ChromeRiver account. This step must be completed before you proceed with the rest of these instructions.

Configuring the integration in Spotnana

You must have access to the Company Administrator role to perform these steps.

1. Log in to the Spotnana OBT.
2. Select Company from the Program menu.
3. Click Integrations in the left hand navigation (under Configurations).
4. Select the Expense tab. 
5. Locate the ChromeRiver row in the list of integrations and click Manage. The ChromeRiver configuration page will be displayed. This page will display all legal entities that can be set to connect to your ChromeRiver account.
6. You must configure the ChromeRiver integration separately for each legal entity you wish to enable. To enable the ChromeRiver integration for a particular legal entity, click the Edit icon in its row. A settings panel will be displayed. For each legal entity you are able to set:
   • whether invoices will be uploaded to ChromeRiver.
   • whether invoice uploading is enabled for the company corporate card and which email account in ChromeRiver will receive invoices for charges associated with that credit card. 
   • whether invoice uploading is enabled for personal credit cards and which email account in ChromeRiver will receive invoices for charges associated with personal credit cards.  
   • the booking types (air, hotel, rental car) for which invoices will be uploaded to ChromeRiver.
7. Set the Active field to enabled if you want invoices for this legal entity to be uploaded to ChromeRiver. You can also do this later via the toggle on the left hand side of the relevant legal entity row on the ChromeRiver configuration page. 
8. Set the Central company card field to active if you want invoices for charges associated with the central company card to be uploaded to ChromeRiver. Then set the Email account linked to this card field to one of the following:
   • Traveler - This will cause expenses to be sent to the traveler’s ChromeRiver account.
   • Specific email address - This will cause expenses to be sent to a designated account, such as a shared accounting inbox. If you select this option, you must also enter a valid email in the Email address field.
9. Set the Personal credit card field to active if you want invoices for charges associated with personal credit cards to be uploaded to ChromeRiver. Then set the Email account linked to this card field to one of the following:
   • Traveler - This will cause expenses to be sent to the traveler’s individual account for reimbursement.
   • Specific email address - This will cause expenses to be sent to a designated account. If you select this option, you must also enter a valid email in the Email address field.
10. Use the checkboxes (under Applicable booking types) to specify the booking types (e.g., Air, Hotel, Car, Rail) for which expense data should be sent to ChromeRiver. Expense data will only be sent for the enabled booking types.
11. Designate whether you want to include custom fields in the expense feed. To do this, enable the Include custom fields in feed toggle to include data from custom fields (e.g., Cost Center, Department) captured during Spotnana bookings in the expense data sent to ChromeRiver.
    • Note: For this feature to function as intended, custom fields must be configured for each organization for which you want to gather custom field data. These fields must also be supplied with responses during the travel booking process (so that you have data to gather).
12. Click Save to confirm your settings for the legal entity. Repeat this process for each legal entity for which you wish to enable the synchronization of expenses with ChromeRiver.

You can also enable the ChromeRiver integration for any legal entity on the Chromeriver configuration page by enabling the Active toggle (left-most column) in the row associated with that legal entity. This action is only possible if the relevant fields on the settings panel have already been configured.