User - Setting up my account

Everything you need to know to get set up and use RIP to capture your expenses.

Setting up my account

How do I get set up for the first time?

When your employer implements RIP Expenses to you as a user, the nominated Admin User will set up your profile, which will send an email asking you to register. You then need to complete the following steps:

  1. Click the login link provided in your registration email. This will take you to RIP Expenses for Desktop. Enter the temporary password you received in your registration email into the Password field and click Submit.

  2. On the next page, you are prompted to change your password. Your password must be at least 10 characters long. Click Submit.

  3. On the next page, please review and agree to RIP Global’s Terms of Use and Privacy Policy. After reading and agreeing simply tick the box and click Submit.

  4. Verification of your phone number: Your mobile number is a unique identifier for us to make sure the receipts belong to you. So please make sure you submit the correct phone number. After submitting, you will receive a verification code via text message. Please enter the code on the next screen.

  5. Your registration is complete - you can now download the App to get started!

How do I download the RIP Mobile App to start managing my expenses?

The RIP Expenses Mobile App is available on iOS and Android devices. Find as a free download within the Apple Store and Google Play. 

Installing the RIP Expenses Mobile App on your Android phone

  1. Open the Playstore 

  2. Enter RIP Expenses in the Search bar at the top.

  3. Select the RIP Expenses app

  4. Tap INSTALL

  5. Tap OPEN

  6. Once the app is open, the RIP Expenses icon will be available amongst your other apps. Tap the icon to open the RIP Expenses mobile app. 

Installing the RIP Expenses Mobile App on iOS

  1. Open the App Store 

  2. Tap the Search icon and enter RIP Expenses.

  3. Select the RIP Expenses app

  4. Tap GET

  5. Enter your Apple ID password.

  6. Once the app has finished installing, the RIP Expenses icon will be available amongst your other apps. Tap the icon to open the RIP Expenses mobile app.  

Enabling Location Services (GPS) Permissions

You want to use the search for nearby RIP enabled retailers? Please enable location services on your mobile. Once done, you are able to use the Retailer Map and search for nearby Retailers. Access your Application Management Settings and enable the location settings to use this service.

IMPORTANT NOTE: The map is not a service provided by RIP Global. Therefore we advise all users to review the Privacy Policy of that third party provider to determine their privacy notices and practices. To set up navigation services, follow the instructions on your phone. RIP Global requests your location information from your phone to work out the closet RIP Retailers, however, we only receive anonymised location information, no information about you or your phone, and we do not store that information.

How do I log on to my RIP Mobile App?

  1. Open the RIP Expenses Mobile App on your phone.

  2. Login with your mobile number and the same password you have set for your RIP Expenses desktop app.

How do I update the details in My Settings?

My Settings contains RIP Expenses account information specific to you, such as your role within the expense approval hierarchy of your organisation, so it’s important you check it to make sure it’s all correct. If anything doesn’t look right, please contact your company’s Account Manager as most changes to this information are managed internally by your company.

If you change your mobile number, you can update this in My Settings - remember your Mobile Number acts as your RIP Expenses username for logging in.

Using RIP Expenses

How do I use RIP Expenses at a RIP Enabled Merchant (paperless option)?

When you go to pay for something you will either: 

  • Be asked if you are a RIP customer

  • See the RIP QR scanner on the counter

  • Know that you are at a RIP enabled Merchant from the nearest Merchant functionality within the RIP app

  • Or, if you are not sure, by asking the staff if they are RIP enabled

The Merchant will bring up your invoice details on their Point Of Sale system. At this point, you simply:

  1. Open the RIP Expenses Mobile App on your phone and login with your mobile number and password (the same one you have set up for the desktop app)

  2. Enter your expense code and comment into the RIP Mobile App

  3. Scan the QR code against the RIP scanner on the counter. 

  4. Once you complete your payment, your full receipt data (along with your code and comment) will be transferred from the Merchant’s sales system to our RIP cloud. 

You’re done! RIP takes care of the rest and creates your expenses report for you, fully coded and justified, including a full line by line receipt within your Lockbox. Your expense report is ready for approval by your expense authoriser. 

I have spent money at a non-RIP enabled Merchant. How do I process my physical receipt?

If you are on the move and use a Merchant that isn’t RIP’ed, you can upload your physical receipt via the RIP Expenses Mobile App. Take a photo of the receipt, add your code and comment and we take care of everything else. RIP will read your receipt, extract all the data and create an expense in your RIP Lockbox.

  1. Open the RIP Expenses Mobile App on your phone and login with your mobile number and password (the same one you have set up for the desktop app).

  2. Select Capture in the top right hand corner

  3. To upload your receipt image choose either Pick from gallery or Take a photo

  4. Add your Code & Comment

  5. Hit OK

Note: It’s important you keep your paper receipt whilst the receipt status shows as pending. When the dollar amount displays in your Lockbox your upload has been successful, you can dispose the receipt. RIP will send you a notification via your mobile phone to confirm we have processed your receipt. 

 Tips for a successful upload:

  • Ensure your receipt is a GST receipt, and not just a payment receipt, as a GST receipt contains all the details you need to report on and keep for audit purposes for a business expense.

  • Ensure your photo captures the following information clearly:

    • Date

    • Merchant Name

    • Merchant’s tax number (this is their GST number)

    • Line items of your purchase

    • Total Amount (which is inclusive of GST)

    • GST

    • Ensure there are no shadows on your photo.

My receipt details have been emailed to me - what do I do?

Uploading receipt files from your desktop is another quick and convenient method for adding receipts to RIP. Uploads can be up to 6MB in size. Supported are PDF, JPG, JPEG and PNG file types. 

If you use a Merchant that isn’t RIP enabled, or you purchase something online and are sent an e-receipt, you can upload your receipt directly into your Lockbox:

  1. Take a photo, scan your receipt or use an existing file from an online purchase and save the file to your computer.

  2. Log into RIP Expenses Web app on your desktop.

  3. From your Lockbox, simply click Add new receipt, complete the required Code and Comment fields as shown on your receipt

  4. Attach a copy of your receipt by clicking Choose file, and then click Save

How do I know what the correct code is for my expense?

We include a list of expense codes that match what is in your employer’s accounting software. But you don’t need to know the exact numerical code, just the right description for your expense. You can search using words such as “entertainment” or “travel” and the matching expense descriptions will appear for you to choose from.

How do I edit my codes or comments on an expense?

If you make a mistake, or want to change a code or comment on an expense, you can bring up the expense in your Lockbox.

  1. Log in to your RIP Expenses Web App

  2. Locate the expense in your Lockbox

  3. From the drop down options within the Actions button, select Edit .

  4. On the Edit Invoice screen, make the required changes to your Code and/or Comment.

  5. Click Save

How does RIP work if I have a Corporate Card?

If you’re using a Corporate Card, RIP will collect the expense details provided at the Point of Sale. Your employer will determine whether your expenses need to be reconciled to Card transactions within RIP; or whether the expenses are exported to your company’s accounting software for reconciliation outside of RIP.

If your expenses are to be reconciled within RIP, our technology will pull in your bank transactions, and match these to RIP expenses in your Lockbox where possible. Any we can’t match can be addressed manually by you, by Locating the expense in your Lockbox, selecting Actions → Reconcile, then finding and selecting  the matching bank/card transaction.

Once your expenses have been reconciled, you’re done! Your manager will review and approve your expenses. Any that need to be re-addressed will be assigned back to you for remediation.

If the reconciliation occurs outside of RIP, your expenses will go directly through your approval process. Any expenses reviewed that need to be re-addressed will be assigned back to you for remediation.

How does RIP work if I am an “Out Of Pocket” user, and need reimbursement?

Similar to the “no-reconcile” option for corporate card holders, once your expenses have been approved, they will go direct to your employer’s accounting software. Any that need to be re-addressed will be assigned back to you for remediation.

We will send an “invoice” to the accounting software detailing how much needs to be paid back to you, and this will be managed and paid by your employer as per their normal reimbursement process.

How do I know if my expense has been matched to my Card Transactions?

The card transactions are synced from the Bank to RIP Expenses once per day. Where RIP can find a card transaction that matches a RIP expense, we will automatically reconcile the expenses for you, and indicate this in the Reconciled column in your Lockbox. No further action required by you!

What do I do if my expense is unmatched?

Where no automatic match occurs, you will be able to see this indicated in the Reconciled column in your Lockbox. You can manually find a match by following these steps:

  1. Log in to your RIP Expenses Web App

  2. Locate the expense in your Lockbox

  3. For the expense item you want to match, from the Actions button select Reconcile from the drop down options.

  4. All unmatched bank data items will display - select the item that is the match.

  5. Select Confirm and the reconciliation is done!

How do I know if my expense has been successfully processed?

Expenses processed via RIPs QR scanners will go directly to your Lockbox for reconciliation and/or approval if applicable.

If you’ve uploaded a receipt either by photo or manual upload, it will initially show as Pending in your Lockbox until fully processed. This may take up to 2 business days before the receipt data is fully checked and processed to your Lockbox.

My manager has returned an Expense to me - what do I do now?

Your authorising manager will review your expenses, and may choose to return an expense to you if they believe the code and/or comment you’ve applied is invalid.

If this happens, you’ll be notified by a push notification on your RIP Mobile App.

  1. Go to your Lockbox.The expense in question will be highlighted with an orange arrow and “Yes” in the “Needs Attention” column

  2. Click Actions and Edit. Here you can review and change your code and comment on that expense.

  3. Click Save to send the expense back to your authorising manager.

I’ve forgotten my password - how do I reset it?

  1. From the RIP Expenses Web login page, click on Forgot password

  2. On the Forgot password screen, enter the email address you are registered with and hit Submit. A password reset link will be sent to your email. If you don't receive an email from RIP, please check your Spam or Junk Mail folder in case the email containing the reset password link has gone there.

  3. Click the password reset link provided in the email. This will take you to the Change password screen where you can enter your new password. 

Tom Everton