Getting Started

1. Navigate to https://instaclaim.app/ and log in
   
   
2. Navigate to "Dashboard"
   
   
3. Click "Add new Xero connection"
   
   
    
4. Log in to your Xero account then click "Allow access"
   
   
    
5. Click "2. Expense Categories"
   
   
    
6. Click "Add new"
   
   
    
7. Click "Select the Xero connection" dropdown and select the Xero connection that you set up in Step 1. Connect Xero Account
   
   
    
8. Click "Next step"
   
   
    
9. Click the "Type the Name for the new Expense Category" field and name the expense category (e.g., type "R&D Materials")
   Note: It is usually recommended to use expense category names that match those used by the organization/project that you need to report for (e.g., "Materials", "Subcontracting", "Travel and subsistence", etc. for Innovate UK projects)
   
   
    
10. Check the box next to all relevant accounting categories (these are the accounting categories pulled from the Xero connection, and often expenses under multiple accounting categories will fall under a single grant expense category. (e.g., accounting categories such as "Hotels", "Travel", "Motor Vehicle Expenses", and "Subsistence" might fall under expense category "Travel and Subsistence")).
    
    
     
11. Click "Create"
    
    
     
12. Click "Close"
    
    
     
13. Repeat the process for all expense categories that you require (e.g., "Travel and Subsistence", "Subcontracting", etc.)
    
    
     
14. Click "3. Report Configurations"
    
    
     
15. Click "Add new"
    
    
     
16. Click "Select the Xero connection" dropdown and select the Xero connection that you set up in Step 1. Connect Xero Account.
    
    
     
17. Click "Next step"
    
    
     
18. Click the "Select the Tracking Category Type" dropdown and select the relevant tracking category type (all tracking category types shown are pulled from Xero)
    
    
     
19. Click the "Select the Tracking Category" dropdown and select the relevant tracking category (this will usually correspond to the specific grant/project for which you are looking to generate a report)
    
    
     
20. Click "Next step"
    
    
     
21. Click the "Type the Name for the new Report Configuration" field and type a relevant name of your choice (e.g. type "Innovate UK SMART")
    
    
     
22. Select all relevant expense categories (you will have the option to select as many of the expense categories that you created in step 2. Expense Categories)
    
    
     
23. Click "Create"
    
    
     
24. Click "Close"
    
    
     
25. Click "Reports"
    
    
     
26. Click "Add new"
    
    
     
27. Click the "Select the Report Configuration" dropdown and select the relevant report configuration for which you want to create a report (you will have the option to choice from any of the ones you created in step 3. Report Configurations)
    
    
     
28. Click "Next step"
    
    
     
29. Click the "Enter the Project's Name" field and type a relevant project name of your choice (e.g. "Innovate UK SMART")
    
    
     
30. Click "+ Add Project Period" for as many project periods as you need
    
    
     
31. Enter each project period's From and To date
    
    
     
32. Click "Create"
    
    
     
33. Click "Close"
    
    
     
34. Expand the details of the project you just created
    
    
     
35. Click "Create" along the line of the period that you are looking to create an expense report for
    
    
     
36. When the report and files are ready to download, the period's Status will change to "Ready". At this point the Download button will become clickable. 
    
    Click "Download" to download the invoices that the system extracted for the project's period, divided in individual folders for each expense category.
    
    
     

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