Using BookSync in Teams and Copilot
Add BookSync to Teams and you can log time and expenses, attach receipts, submit, and approve or send back, just by asking Microsoft 365 Copilot.
What you need
- Microsoft 365 with Teams and Copilot. A paid Microsoft 365 Copilot license is not required; it works with the free Copilot Chat
- Your BookSync email must be the same as your Microsoft 365 sign-in email
1. Add BookSync to Teams
BookSync is in the Teams app store, and each person can add it themselves.
- In Teams, open Apps in the left menu.
- Search for BookSync.
- Select BookSync and click Add.
2. Start using BookSync in Copilot
You sign in with your Microsoft account the first time only. After that, just ask.
- In Teams, open Copilot in the left menu.
- Choose BookSync from the list of agents.
- Ask something, such as "Show my timesheet for today".
- The first time, click Sign in to BookSync and sign in with your work Microsoft account.
- Once you're signed in, BookSync answers.
BookSync finds you by the email address of the Microsoft account you signed in with, so you must be added in BookSync's Users with the same address. Guest accounts from other organizations can't be used.
3. What you can ask
Copilot follows the same rules as BookSync itself. For example, you can't add time to an approved day, and you can't approve your own submissions.
| To | Try asking | Notes |
|---|---|---|
| See today's time | Show my timesheet for today | You can name another date |
| Log time | Log 2 hours for Brookfield Dental, monthly bookkeeping, today | Rounded to 15 minutes. If the client or project is unclear, Copilot asks |
| Submit time | Submit my timesheet for today | Submits all drafts for that day |
| Add an expense | Add a $45 lunch expense for Harbor Logistics today | Needs a client. Copilot asks which report to use (an existing draft or a new one) |
| Submit an expense report | Submit my expense report | Choose from your draft reports |
| See what's waiting | What is waiting for my approval? | Approvers only. The same list as Approvals in BookSync |
| Approve | Approve Sarah's timesheet for Oct 5 | Approves time, expense reports and expenses not in a report |
| Send back | Send back Sarah's expense report, the hotel receipt is missing | Copilot asks for a reason if you don't give one. The person sees it in BookSync |
| Attach a receipt | Give me a link to attach a receipt to my latest expense | Copilot also offers the link right after you add an expense |
| Check receipts before approving | Show me the lines and receipts of Sarah's expense report | Approvers only. Each receipt has a link |
Attaching a receipt
Receipts can't be uploaded in the chat itself, so Copilot gives you a link instead.
- After adding an expense, click the link Copilot shows. For an earlier expense, ask for a receipt link for it.
- The upload page opens. On a phone you can take a photo; on a computer, choose a file.
- The receipt is attached to that expense.
The link works once and expires after 10 minutes. It only adds a receipt to that one expense. If it has expired, ask Copilot for a new one.
Checking receipts
Receipt links from Copilot open the receipt in BookSync.
- If you are already signed in to BookSync in that browser, the receipt shows right away. If not, sign in and you are taken back to the receipt.
- Only people who can see that receipt in BookSync can open it: the person the expense belongs to, reviewers, admins and the owner, and an accounting firm allowed into the company. Anyone else sees "You don't have permission to view this receipt", even if the link is forwarded.
4. Troubleshooting
| Problem | What to check |
|---|---|
| BookSync isn't in Teams apps, or can't be added | Your company may restrict store apps. Ask your admin to allow BookSync |
| BookSync doesn't appear in Copilot | Wait a little after adding it, or restart Teams |
| "No access" after signing in | You're in BookSync Users with the same email as Microsoft 365, and your status is Active |
| A client or project can't be found | Use the name as it appears in BookSync. If several match, Copilot shows the options |
| Can't see items waiting for approval | Your role is reviewer, admin or owner (members can't approve) |
| Copilot says it can't send back or attach receipts | Copilot is still using an older BookSync. In Copilot, remove BookSync, add it again and start a new chat |
| A receipt link asks you to sign in | This is normal. Sign in to BookSync and the receipt opens |
| A receipt link says you don't have permission | Only the person the expense belongs to, approvers and the owner can see it |