🧠Setting up expenses (first time)
Everything you need to turn on member expense claims and approvals.
1Open the setup wizard
Go to Accounts → Expenses and click 🪄 Set up expenses. The wizard walks through every setting below and applies them in one go — you can also do each part by hand if you prefer.
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2Choose your Treasurer
Pick the member who acts as Treasurer. They are given the Treasurer committee role and become the approver for expense claims (and supplier/vendor invoices). Because approvals follow the role, this stays correct when officers change — just move the role to the new person.
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?Decide on escalation
Choose whether large claims need a second sign-off.
Treasurer only → every claim is approved by the Treasurer alone. | Escalate over £X → the Treasurer approves up to your threshold; anything above also needs the Chairman. |
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4Set the mileage rate
Enter your pence-per-mile rate (many clubs use £0.25). When a member claims for miles, Pavilion works out the amount automatically.
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5Turn on member submissions
Allow members to raise claims from the members’ app, and set the email address that should be notified when a new claim arrives (usually the Treasurer).
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6Finish
Click Finish and the wizard configures committee roles, the approval levels, the mileage rate and the app — expenses are live. You review and pay claims on the Expenses report.
💡 Tip: Everything the wizard sets can be changed later: approvers on Admin Tools → Approvals, mileage/notifications on Accounts → Expenses settings, and who holds a role on each member’s profile.