Submit and track your own expenses
Everybody has this. Submitting and tracking are the same screen so that "where is my money" does not become an email to finance.
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Expenses
Expenses covers what staff spend, what it is charged to, and who agreed to it — from the claim someone submits through the approval, the reimbursement, and the policies that decide what is allowed in the first place.
Try it in the demoexpense · 6 tasks
Before you start
- Categories and cost centres, so a claim has somewhere true to be charged.
- Approval rules and policies, per organisation. Without them every claim is a conversation.
What Expenses does
What staff spend, what it is charged to, and who agreed to it.
Approve or reject a claim
Claims route to an approver who decides them. The decision is the record — an approval that happened in a corridor and was typed in afterwards is not one.
Reimburse, settle an advance, record payment
Three different things. An advance is money already given that a claim is settled against; a reimbursement is money owed back; recording payment is the act of it having left. Keeping them apart is what stops somebody being paid twice for one trip.
Run cost centres, cards and petty cash
Cards and petty cash are held here so that spending outside a claim is still spending inside the system.
Set policies, budgets, approval rules and rates
These are per organisation, so a group can hold different limits per company without maintaining several systems.
See consolidated spending
Spending consolidates across every organisation for whoever may see across them — which is usually the only view in which a duplicated supplier becomes obvious.
What it claims to do
The capability list this guide is written against, unabridged. Nothing above adds to it.
Expenses on the Finance page- Submit and track your own expenses
- Claims routed to an approver who decides them
- Reimburse, settle advances and record payment
- Cost centres, cards, petty cash and categories
- Policies, budgets, approval rules and rates per organization
- Consolidated spending across every organization
Where it connects
The modules Expenses hands work to, or takes it from. Most problems that look like one module are a handover between two.