Here’s a list of some common words you'll see throughout Roger's web and mobile apps. Looking for a word that isn't defined here? Shoot us a message and we'll add it to the list!
Automatic Clearing House (ACH) refers to a type of electronic payment that pulls funds directly from one bank account and sends them to another. In Roger, you have the option of paying vendors via ACH or via check. To learn more about setting up payment types for your vendors in Roger, click here.
An administrator is a Roger user who has permission to manage expenses, settings, integrations, workflows, user permissions and more. They have almost all of the same permissions as an owner, but can be limited in a few small ways by the owner in the Coworkers page. Read about Roger’s various roles and permissions here.
Approval refers to the common accounting task of having a manager or other coworker review and “approve” a company expense. Roger makes the process easy, as any appointed approver can simply hit the “Approve” button on a bill, receipt or credit note. Depending on your company’s unique settings and workflows, you can specify who the approver(s) should be. Read more about how to approve (or decline) a company expense here.
Audit trail is a Roger feature that lets you track all the activities occurring throughout your Roger account. Simply click the small “bell” icon in the bottom left-side of your Roger app, and the Audit Trail / Notification screen will appear, giving you visibility into which coworkers have approved bills, left notes, updated settings, and more.
Autopay is a setting you can turn on in Settings > Advanced > Payments. If Autopay is enabled, bills will automatically proceed for payment once they are approved. If it is disabled, then you’ll need to manually click Pay now on unpaid bills to pay them. Read more about Autopay here.
A bill is a type of expense uploaded to Roger that represents money owed to a vendor (or creditor) for goods or services. Roger can process bill payments as long as your Payments component is turned on under Settings > Components. You can upload bills (typically in invoice-form) to Roger, and based on your settings and workflows, we’ll process them in a way that best meets your needs. Read more about the document types supported in Roger here
Category in Roger refers to the general classification, or expense account, of any financial document. When you integrate with your accounting software, Roger will import your existing chart of accounts, which can be found in the Lists page under “Categories.” If you don’t have an integration, Roger has a few default categories that you can customize for your own classification. Learn more about categorization and Lists here.
A check is a payment type used to pay vendors that involves sending a physical paper check, that the vendor can then deposit into their bank account. Checks take up to a week to deliver to vendors, while ACH bank transfers tend to be complete in 2-3 days. Learn more about setting up payment types for each of your vendors here.
A contributor is a Roger user who can log in and submit bills to their company’s Roger account, but they do not have permission to manage permissions, workflows or other company settings. Their visibility can also be limited by an account administrator or owner. The contributor is perfect for an employee who needs to submit their receipts / expenses for approval, but does not have other accounting responsibilities. Read about Roger’s various roles and permissions here.
A company is a business unit within a Roger account that has its own set of expenses, workflows and coworkers. You’ll see your company name in the bottom left corner of your Roger account, as well as in your Settings. With a Partner account, you have the option to manage multiple companies at once.
A coworker is simply another member of your team with a Roger account. As an administrator or owner in your company’s Roger account, you can easily add coworkers, as well as set their roles and permissions, from the Coworkers page.
A credit note is a document that reflects a sum of money your vendor owes your company (as opposed to a bill, which represents money owed to them). You can always convert a bill to a credit note using the three dots in the top right corner of each expense. Rather than marking as paid like a bill, you’ll manually mark credit notes as “processed.” We don’t currently offer the ability to deduct credit note totals from bills, but it’s a capability we’re working on, so stay tuned. Learn more about processing credit notes and other types of financial documents here.
A department refers to the entity within your company to which coworkers and expenses often belong. When you assign a department to a coworker, then each bill that the coworker submits is assigned to that department as well. You can sync your departments from your ERP system, or add/update them in your Roger settings.
Direct Pay is an payment type option we offer for customers to pay their vendors almost instantly.
Document is an umbrella term that we sometimes use to describe any bill, credit note or receipt that you upload to Roger. You’ll also see the word “expense” used, which in Roger, for all practical purposes, means the same thing.
Expense refers to any document type in Roger that is submitted for processing - i.e. a bill, receipt or credit note. Expenses are either bills (i.e. invoices received for services, products, utilities, office supplies, contractors) and receipts (i.e. employee expense reports, previously paid). These are what companies submit to Roger for processing.
Inbox refers to the intelligent scanning engine that reads the information off all the documents you submit to Roger, and turns them into actionable data. Every time you submit an expense (via the web app, mobile app or RogerAddress) it will show as “analyzing” until it appears in your Expenses dashboard with all the pertinent information digitized, editable and ready for processing. This is the magic of Inbox, which you can learn more about here.
Roger lets you set up integrations with your existing accounting software (i.e. QuickBooks, Xero, Dinero, E-conomic) or other commonly used tools (i.e. Zapier, Slack). Integrations make it so that Roger can coexist with your existing processes, with information automatically syncing across your databases without any manual work. Learn more about our integrations here.
Initialize means to start the payment process for a bill. Clicking Pay Now on a bill will initialize the payment, or you can specify in your settings to automatically initialize a payment a certain number of days before a bill’s due date. After payment is complete, the bill’s status will change from “Initialized” to “Paid.” Learn more about the different statuses a bill can have here.
An invoice is a document that a seller sends to a purchaser, representing an amount owed for goods or services. In Roger, we usually refer to invoices as bills. You can submit invoices to Roger for approval, payment, categorization and more.
A list is simply a customizable list of attributes you can use to classify your documents in Roger. You can add a list in 3 ways: 1) import it from your accounting software (i.e. expense accounts, departments, projects); 2) create a list manually from the Lists page; and 3) upload your list from a CSV file. When you make a list “visible” it will automatically appear as a drop-down field on each of your documents. Learn more about setting list visibility here.
Mark as Paid
Mark as Paid is a Roger feature that lets you manually mark bills as paid if you’ve handled the payment outside of Roger. It’s basically a button that appears on unpaid bills, and when you click it, the document automatically changes to “Paid” status. Simple as that.
An owner is the Roger user with the highest level of controls and permissions in the company’s Roger account. The person who creates the Roger account is automatically assigned its owner, however ownership can be transferred. The owner has visibility and control of settings, workflows and coworker permissions. Read about Roger’s various roles and permissions here.
Partner is a special type of Roger account for accountants and consultants that work with multiple companies, or clients. There is a special dashboard and billing structure for Partners. Please reach out to a member of our sales team to learn more.
Pay Now is a button that appears on each unpaid bill after it’s been approved, as long as your Payments component is turned on. When you click Pay Now, it changes the bill’s status to “Initialized,” which means the payment process has started. It does not complete the full payment in that instant. Learn more about using Pay Now here.
Payment type refers to the way your vendor will be paid. Remember that payment funds in Roger flow first from you to Roger, and then Roger to your vendor. This term refers to the second part of that process (Roger to vendor). So even if your vendor’s preferred payment type is via Check, your money would still flow to Roger per the Payment source set up in your settings. Learn more about setting a default payment type for each vendor here.
Payment source refers to the type of payment you’ll be using to pay your vendors, via Roger. Remember that payment funds flow first from you to Roger, and then Roger to your vendor. Payment source dictates how the funds are transferred from you to Roger. You can set a default payment source, customize it manually on each bill, or set the payment source with a workflow.
Payments is a core feature, or component, that lets you pay your bills to vendors through Roger. In order to take advantage of Payments, it needs to be toggled “On” in Settings > Components. As soon as your account has been verified and a payment source added, you’ll be able to get up and running. Learn all about Payments here.
A (subscription) plan your company’s agreement with Roger that dictates the amount you pay each month for our services. For companies processing up to 99 expenses per month, we have 3 tiers of plans: Plus, Pro and Premium. If your company’s needs are greater, we’ll work with you directly to get set up with an Enterprise or Partner account. Read more about plans here or check out your own company’s plan here.
A receipt in Roger is a type of document, or expense, that represents a company expense that has already been paid. Coworkers can submit receipts for approval in Roger, as well as automatic categorization (goodbye, paper expense reports!) They’ll always appear in the Paid tab unless they require approval, in which case they can be found under Pending. Learn more about receipts here.
RogerAddress is a unique email address generated for your company upon getting started with Roger. You, your coworkers and even your vendors can send expenses as attachments (PDF, JPEG or PNG) directly to your company’s RogerAddress, and our Inbox tool will read the expense’s data and make it visible in your account. Each company gets 2 RogerAddresses: one for bills and credit notes, and the other for receipts. Learn more about using RogerAddress here.
Rule (aka workflow rule)
A workflow rule is essentially an if/then statement used to create workflows to process your expenses. Each rule consists of triggers and actions, and owners / administrators can create and manage these rules in the Workflows page. Read more about rules and Workflow here.
A vendor refers to the creditor to whom you owe money for a specific product or service. Each bill, receipt or credit note that you upload in Roger is associated with a vendor. You can easily manage vendors in Roger in the Vendors tab, as well as add a default payment source for each one. Read more about vendors here.
Verification is a series of steps each Roger user must take in order to take advantage of Payments (the ability to pay vendors through Roger). The process will verify your identity using a few sources, and there are some additional steps that the account owner must take in order to verify the company. Read more about the various verification steps in Roger here.
A viewer is a Roger user who can only view expenses in their company’s Roger account. They may neither submit expenses, pay bills nor manage any settings. Read about Roger’s various roles and permissions here.
Workflow is Roger’s state-of-the-art automation feature that lets you create if/then rules (or workflows) to perform a range of actions on your documents. It’s what transforms the data Roger has read off your uploaded expenses into approvals, bill payments, accounting categorizations and more. Using simple sets of triggers and actions, a rule dictates what action to perform on expenses that match certain criteria. Learn more about workflows and how to let them work for you here.