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Knowledge Base.

Expenses Management.

Any user can create an expense claim, which can then be approved or rejected by Manager approvers and Admins. Approved expenses are then processed by Finance Admins to reimburse the user. Users and approvers are notified of pending expense claims, acceptance, rejection, and processing via email.

An expense claim is the wallet within which all related claim items are collated.

To create an expense claim with claim items:

  1. From the dashboard click the + icon and select New Expense.
  2. Enter a description for the expense claim and click Next.
  3. Select Add New Item from the Actions menu.
  4. Complete the expense claim item details, uploading any supporting files and click Save Item.
  5. Add additional claim items by selecting Add New Item from the Actions menu again, or copy an existing item using the duplicate item icon.
  6. Once all claim items have been added, select Submit Claim from the Actions menu.

Manager approvers and Admin users can accept an expense claim.

To accept an expense claim:

  1. From the dashboard select the Expense Requests tab.
  2. Select an expense from the table.
  3. Accept the claim by selecting Accept Claim from the Actions menu.
  4. Enter optional comments and click Accept Claim.

Manager approvers and Admin users can reject an expense claim.

To reject an expense claim:

  1. From the dashboard select the Expense Requests tab.
  2. Select an expense from the table.
  3. Reject the claim by selecting Reject Claim from the Actions menu.
  4. Enter rejection comments and click Reject Claim.

Users can edit their expense claim prior to it being accepted by a Manager approver. Manager approvers and Admin users can edit a user's expense claim prior to it being processed.

To edit an expense claim as a User:

  1. From the dashboard, select the My Expenses card.
  2. Select an expense from the table.
  3. To edit an expense claim item, select it from the table, update the details and click Save Item.

To edit an expense claim as a Manager approver or Admin user:

  1. Navigate to the directory and select the Manage User icon.
  2. From the Expenses tab, select an expense from the table.
  3. To edit an expense claim item, select it from the table, update the details and click Save Item.

Users can delete their expense claim prior to it being accepted by a Manager approver. Manager approvers and Admin users can delete a user's expense claim prior to it being processed.

To edit an expense claim as a User:

  1. From the dashboard, select the My Expenses card.
  2. Select an expense from the table.
  3. To delete the expense claim, select Delete Claim from the Actions menu and confirm.
  4. To delete an expense claim item, select the item from the table, and click Delete Item.

To delete an expense claim as a Manager approver or Admin user:

  1. Navigate to the directory and select the Manage User icon.
  2. From the Expenses tab, select an expense from the table.
  3. To delete the expense claim, select Delete Claim from the Actions menu and confirm.
  4. To delete an expense claim item, select the item from the table, and click Delete Item.

Expenses can be printed at any stage of the expense process.

To print an expense claim:

  1. From the dashboard, select the My Expenses card.
  2. Select an expense from the table and select Print Claim from the Actions menu.

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