Expense Claims

The Expense Claims module allows employees to submit business expense reimbursement requests with receipt uploads and multi-stage approval.

Required Plan: Pro or Premium

Dashboard

The Expense Claims page shows:

• Pending Claims — Awaiting approval with total amount
• Approved — Ready to be disbursed
• Reimbursed — Amount paid to employees
• Rejected — Claims requiring resubmission

Expense Categories

Configure categories under Configuration & Setup → Payroll Management → Expense Categories:

• Travel
• Meals & Entertainment
• Office Supplies
• Training & Development
• Communication
• Custom categories

Submitting a Claim

1. Navigate to Expense Claims
2. Click + Submit Claim
3. Fill in the claim details:
   • Category (from configured categories)
   • Description of the expense
   • Date of expense
   • Amount
   • Upload receipt/proof
4. Submit for approval

Approval Workflow

1. Employee submits claim → Status: Pending
2. Manager/HR reviews the claim
3. Approved → Claim moves to disbursement queue
4. Rejected → Employee notified with reason, can resubmit
5. Reimbursed → Amount processed (can be included in next payroll run)

Tabs

Settlement

Approved expense claims can be:

• Included in the next payroll run as a reimbursement
• Settled separately outside of payroll
• Settlement status is tracked per claim