Finance user guide

This guide is for users with finance permissions

A very warm welcome to Breathe.

Your company has joined thousands of other SMEs in ditching those spreadsheets and switching to easy-to-use HR software.

Breathe is designed to save you valuable time so that you can focus on what matters: putting people first and driving your business forward.

How will this guide help you?

This guide will equip you with everything you need to feel confident using Breathe and help you get the most out of the system.

This is your go-to Breathe manual. It will walk you through what you can see and do within your account as a Finance User.

This handy guide is also here to answer any system queries that you might have along the way.

In this guide, we’ll walk you through each of Breathe’s features. Here’s what’s in store:

The dashboard is the first thing you’ll see when you log into Breathe.

Here, you’ll see a summary of any To-Do's that need completing, such as marking an expense as paid and any events that are coming up in the Next 7 Days.

Please note: Breathe doesn’t have a payroll software included, so marking an expense as ‘paid’ is only for your reference. Expenses will need to be paid via

your payroll software.

The next part of the dashboard is the ‘My profile’ area. Here, you can make requests and submit information relevant to you.

This is where you’d go to request leave, update your location, read a document, submit an expense, plus much more.

Our top tip

Your profile is where all of your information is stored. This includes:

• Leave booked, taken and available

• Sickness

• Training

• Performance

• The ‘More’ tab

You’ll also notice the ‘Personal’ tab – your personal details (salary, sensitive info etc.) are stored securely here. Don’t worry - this can only be seen by you and the HR/admin users within your account.

While you’re here, head over to the ‘Email notifications’ tab and make sure your email notifications are switched on. This will ensure you’re kept in the loop and receive any updates or requests from your team. (These will show on your dashboard too, of course)

The ‘Company’ menu holds all your organisation-specific information.

These details are all determined by the HR user(s) and are a useful point of reference.

Breathe allows you to run a variety of different reports relating to your organisation’s finances.

Head over to the ‘Reports’ menu in your Left-Hand navigation to see what you can do.

Please note: If you’re logging in and not seeing all these reports available, then you’ll

need to get your HR user to make changes to your settings.

Our top tips

As a finance user, you can make changes to your Breathe plan size and billing information.

Head over to Configure > plan and billing to see what’s available and make any changes.

Please note: Finance permissions are only available on regular plans or above.

Your calendar provides a useful overview of any events that are coming up, such as holiday booked, training events or one to-ones.

You’ll see information for the whole of your organisation by default.

You may notice that not all people appear on the calendar at any one time. The Breathe calendar likes to keep things simple and uncluttered – it only shows people who have an event booked within Breathe.

If an employee has nothing booked within the period shown, they won’t appear on your calendar.

With Expenses, claims and receipts can be instantly approved or rejected. You can also monitor expenses against specific projects or clients, helping you keep a close eye on budgets and project expenditures.

This can be activated by heading to Configure > settings > account > modules > Additional modules.

As a finance user, you’ll have access to the Expenses module. This’ll help you organise payments, as well as approving expense claims if this lies within your role.

For a handy overview of current expense claims, head over to the Reports tab. Here you’ll see all open claims in once place and can mark them as ‘paid’. You can also see a historical report of all expense claims.

The Time Logs tool is a great way of recording:

People in your organisation can access this in their dashboard if they need to record any hours worked.

As a finance user you can process any time logs and determine whether they are to be paid or added as leave.

You can export this information using the Reports tool and send it across to payroll.

Here’s a useful guide with more information on time logs...

Our top tips

Kudos

At Breathe, we are exceedingly proud of the product we’ve built and continue to develop. We hope you enjoy using our software as much as we do developing it.

If you want to spread some good vibes around your team, why not use the Kudos

feature and let someone know that they’ve done something great. It’s a great way to say “thanks” and put a smile on their face.

Refer a friend

With the Breathe Refer a Friend scheme, when you refer friends, family, or members of your network to Breathe, you can personally earn up to £300 for each new customer you refer, plus they’ll benefit from 15% off for 6 months of their new account.

It's our way of saying thanks to you for sharing the gift of time and convenience with others.

All that is left to say is a big thank you for using Breathe and joining our paperless HR revolution.

We hope you enjoy using Breathe

Team Breathe