Submitting & Approving Expenses

Expense Workflow

Submitting an Expense

1. Go to Expenses > My Expenses → Create.
2. Description – What was purchased.
3. Category – Select from configured expense categories (Travel, Meals, Supplies).
4. Total Amount – Enter with tax included or excluded (configurable).
5. Date – When the expense occurred.
6. Receipt – Upload image or PDF.
7. Paid By – Employee (to be reimbursed) or Company (corporate card).
8. Project/Task – If billable to a project.
9. Analytic Account – For cost allocation.
10. Click Save. Then click Submit to Manager.

Creating an Expense Sheet

Instead of submitting expenses individually, group them:

1. Go to My Expenses.
2. Select multiple expenses.
3. Click Action > Create Report.
4. The expense sheet is created with all selected expenses.
5. Submit the report for approval.

Approving Expenses

Managers see Expenses to Approve:

1. Review each expense and receipt.
2. Approve (individually or batch).
3. Refuse with a reason if needed.
4. Once approved, the expense flows to accounting.

Expense Policies

Go to Expenses > Configuration > Settings. Configure:

• Double Approval – Two-step (Manager + Accountant).
• Payment Method – Register Payment on Approval, Register in Batch.
• Receipt Required – Mandatory receipt upload.
• Tax Inclusion – How taxes are handled on expenses.