Expense Module

The Expense module streamlines employee expense management from submission to reimbursement, ensuring policy compliance and efficient processing.

Overview

The Expense module enables you to:

• Submit expense reports
• Track receipts and documentation
• Manage expense policies
• Process approvals
• Handle reimbursements
• Generate expense analytics

Key Features

📝 Expense Reports

Create and submit expense reports with receipts, categories, and detailed tracking. Learn more →

📋 Expense Policies

Define spending limits, eligible categories, and compliance rules. Learn more →

✓ Expense Approvals

Route expenses through approval workflows with delegation support. Learn more →

💰 Reimbursements

Process approved expenses for payment through payroll or direct payment. Learn more →

Module Integration

Expense integrates with:

Module	Integration
Finance	Journal entries, GL posting
Approvals	Approval workflows
HRM	Employee data, payroll
Projects	Project expense tracking
Purchasing	Corporate cards

Getting Started

Initial Setup

1. Define Expense Categories

   • Create expense types
   • Set default accounts
   • Configure tax handling

2. Set Up Policies

   • Spending limits
   • Eligible expenses
   • Documentation requirements

3. Configure Workflows

   • Approval routing
   • Delegation rules
   • Escalation paths

Quick Navigation

Task	Location
Create expense report	Expenses → New Report
View pending expenses	Expenses → My Expenses
Approve expenses	Expenses → Approvals
View reimbursements	Expenses → Reimbursements

Expense Process

Standard Flow

Expense Incurred → Receipt Captured →
Report Created → Submitted for Approval →
Approved → Scheduled for Reimbursement →
Payment Processed

Report Example

Expense Report: EXP-2026-001
Employee: John Smith
Purpose: Client Meeting - New York

Line Items:
├─ Airfare:         $450.00
├─ Hotel (2 nights): $380.00
├─ Meals:           $125.00
├─ Transportation:   $85.00
└─ Parking:          $40.00
                   ─────────
Total:            $1,080.00

Status: Pending Approval

Expense Categories

Category	Description	Examples
Travel	Transportation	Flights, trains, mileage
Lodging	Accommodation	Hotels, rentals
Meals	Food and beverage	Client meals, per diem
Office	Work supplies	Equipment, software
Communication	Phone/Internet	Mobile, data
Professional	Business services	Fees, subscriptions

Approval Workflow

Multi-Level Approval

Expense Report $1,500

Level 1: Manager
    ↓ (Approved)
Level 2: Finance
    ↓ (Approved)
Reimbursement Scheduled

Approval Actions

Action	Description	Result
Approve	Accept expense	Proceeds to payment
Reject	Deny expense	Returned with reason
Return	Need more info	Sent back for revision
Delegate	Pass to another	New approver assigned

Dashboard Overview

The Expense Dashboard displays:

• My Expenses - Your reports
• Pending Approval - Awaiting action
• Recent Activity - Latest transactions
• Reimbursements - Payment status
• Spending Summary - Category breakdown
• Policy Status - Compliance overview

Best Practices

📝 Submission

• Submit promptly
• Attach receipts
• Clear descriptions
• Proper categorization

📷 Documentation

• Clear photos
• Complete receipts
• Business purpose
• Attendee details

💰 Compliance

• Follow policies
• Stay within limits
• Pre-approval when required
• Accurate reporting

⚡ Processing

• Timely review
• Clear feedback
• Quick resolution
• Regular processing

Configuration

Navigate to Settings → Expenses to configure:

• Categories - Expense types
• Policies - Spending rules
• Workflows - Approval routing
• Limits - Thresholds
• Accounts - GL mapping
• Payments - Reimbursement methods

Troubleshooting

Common Issues

Cannot submit report

• Check required fields
• Verify receipts attached
• Review policy compliance
• Check spending limits

Report rejected

• Review rejection reason
• Update documentation
• Correct categorization
• Resubmit

Reimbursement delayed

• Verify approval complete
• Check payment schedule
• Review payment method
• Contact finance

Module Documentation

Explore detailed guides for each expense feature in the sections below.