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Best Practices for Accountants

How Accountants use Circula effectively and adapt it to their company’s requirements

Marie Schäfer avatar
Written by Marie Schäfer
Updated yesterday

At a glance

Here, Accountants will find tips and recommendations to:

  • map their company’s specific requirements in Circula,

  • reduce manual effort,

  • benefit from maximum transparency,

  • and minimize errors in expenses.

🗂️ Structuring financial data clearly

With the right settings, your company’s financial structure can be mapped precisely and automated in Circula.

Benefits for Accountants:

This results in significantly reduced manual effort and a lower risk of errors for each individual expense.

Note

Admins of your company account can create cost units, cost centers, and categories in the "Settings" tab with just a few clicks.

Information

⚙️ Available configurations

Cost Units

  • Consist of a project name and a cost unit number

  • Commonly represent projects assigned to a specific customer

The selection of a cost unit can be made mandatory for submitters when submitting expenses or trips
(by default, this field is optional).

⚙️ Note:

Activation is handled by the Support team and is free of charge.
Reactivation after deactivation is subject to a fee.

Cost Centers

  • Consist of a cost center name and a cost center number

  • Commonly represent the company structure, such as departments

Three ways to assign cost centers:

  1. The accountant selects the cost center manually when reviewing an expense

  2. The cost center is assigned to an individual user by an Admin in "User Management" and is automatically applied upon submission

  3. The cost center is assigned to an expense group by an Admin in "User Management" and is automatically applied to all submissions from group members

By default, the cost center field is only visible to accountants.

⚙️ Note:
If the cost center field should also be available to submitters, please contact the Support team.

Categories & VAT rates

  • Standard categories and VAT rates are predefined in your account
    → These cannot be edited manually.

  • New categories with booking codes can be created and adjusted by your Admin at any time

Through the Support team, the following is possible:


⚙️ Rename or deactivate standard categories that are not needed.
⚙️ Deactivate existing VAT rates or add additional ones for your account.

Do you still have questions?

Our Educational Materials

💬 Chat Support
​📞 +49 30 588 491 01
​✉️️ support@circula.com

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