Tired of dealing with piles of paper receipts? Our Expenses feature makes it easy to collect and manage both company and employee expenses digitally. Once submitted, your expense records can be validated by the appropriate approvers for reimbursement. From travel and team lunches to secret santa's and office supplies, you can easily track and submit everything in one place, streamlining the entire reimbursement process.
Creating an expense category
Expense categories help you organize and group your expenses. You can select a category when you submit an expense record and then use it to quickly filter your expenses before you export them.
Go to Settings > Expenses.
Click + Add category and enter a unique name for your new expense category.
Click Add to save the category.
⚠️ Important: Deleting or editing a category will affect all expenses assigned to that category.
My expenses
Submitting an expense record
In your left sidebar menu go to Expenses > My expenses.
Click New expense and fill out the fields.
Click Add expense to submit your record. An automated notification will then be sent to your approver.
When you submit a new expense record, you will need to fill in several fields:
Supplier: The name of the company or person you paid (e.g., a restaurant, transport company).
Category: Select the category that best groups your expense. These can be configured by your administrator.
Purchase date: The date the expense occurred.
Total amount: The total amount of the expense.
VAT included: The absolute value of the tax.
Reimbursable payment: Check this box if you are expecting to be reimbursed for this expense.
Description: Use this space for any additional information.
Attachment: Attach the receipt or invoice corresponding to the expense record.
Understand the approval process
The Approvers section shows you who is responsible for validating your claims. After you submit an expense record, a notification is sent to your approver (e.g., your administrator or manager). Your approver can then validate, reject, or mark the expense as reimbursed.
Why can’t I (admin) mark an expense as reimbursed?
Why can’t I (admin) mark an expense as reimbursed?
You may not be able to mark an expense as reimbursed if the two-step approval process is enabled for expenses. In this case, your expense has probably only passed the first approval step, while the second one is still pending. Until both steps are completed, the system will not allow you to mark the expense as reimbursed. To fix this, you should check your approval flow settings and verify the current approval status of the request.
📌 Note: Learn how to set up an expense approval flow in How to create Approval flows.
All expenses
The All expenses tab provides a central location for administrators and managers to view all expense records submitted by their team. Access to this tab is determined by your user access level.
📌 Note: Learn more about "access levels" in User roles and access levels.
Exporting expenses
You can use the filters to narrow down the list of expenses before you export. When you export, a CSV file will be downloaded to your computer. You can then open this file using a spreadsheet program like Excel.
