Expense Claims

What Are Expense Claims?

The Expense Claims module allows employees to group and submit business-related expenses for approval and reimbursement.

Each claim represents a collection of related expenses, such as:

• Business trips
• Client visits
• Conferences

Claims support multiple expense types including:

• Purchases
• Travel / Mileage
• Per Diem

Claims Dashboard

The Claims dashboard provides a centralized view of all claims across the organization.

Each claim displays:

• Claim Title and reference number
• Submitter information
• Date range
• Current status
• Total claim amount
• Number of items included

Choosing Columns

On a desktop screen, the Columns menu beside Date Range shows or hides any column in the claims table: Date, Type, Expense No., Submitter, Title, Status, Items, Pre-tax, Tax and Total.

• Expense No. is hidden by default. Every other column is shown.
• Your choice is remembered in this browser, so it stays after a refresh.
• Reset to default restores the default columns.
• At least one column always stays visible.

The Submitter column appears only for people who can see other employees' claims.

The Claim Page

Opening a claim shows everything about it on one page.

Claim Header

The header card shows:

• The claim title and reference number
• A status stamp with one line saying where the claim stands, such as Awaiting approval, Approved by the approver with the date, or the payment date and method once paid
• The claim's details: submitter, dates, purpose, departure and return times, duration and currency
• The Balance Due, or Total Paid once the claim is paid

The main actions available to you (for example Submit for Approval, Approve, Reject or Make Payment) sit below the balance. More holds the rest: Edit Details, Export Excel, Cancel Claim and Delete Claim, depending on the claim's status and your role.

Tabs

Each tab shows how many items it holds. A tab can be linked to directly, and the page opens on that tab.

Click a row to open its details in a panel on the right. If you can change the item, the panel has an Edit button. Row actions are in the ... menu at the end of each row.

On the Receipts tab, the table is the default view. Hover over (or tab to) a receipt to see a preview, or switch to the thumbnail grid; your choice of view is remembered.

Creating an Expense Claim

1. Navigate to Expenses.
2. Click + New Claim.
3. Enter claim details:
   • Title
   • Date range
   • Purpose
4. Add expense items:
   • Purchases
   • Travel / Mileage
   • Per Diem
5. Submit the claim when complete.

Claim Lifecycle

Claims move through different statuses during processing:

Search

Use the search bar to quickly locate claims.

Search by:

• Claim title
• Reference number
• Purpose

Search results update dynamically as you type.

Filtering Claims

Filters allow you to refine and manage visible claims.

Status Filter

Filter claims by lifecycle stage:

• All (default)
• Draft
• Pending
• Approved
• Rejected
• Paid
• Cancelled

Date Range Filter

Limit claims to a specific time period:

• From — Start date
• To — End date

If no range is selected, all claims are displayed.

Sort Options

Claims can be sorted by:

Date

• Newest First (default)
• Oldest First

Amount

• High to Low
• Low to High

Title

• A to Z
• Z to A

Sorting is applied after filters.

Filter Actions

• Apply Filters — Updates the claim list
• Clear All — Resets filters to default

Reports

The Reports section provides summarized insights into expense data based on selected filters.

Summary Metrics

Displays aggregated totals:

• Total Claims — Number of claims
• Purchases — Total purchase expenses
• Per Diem — Total per diem expenses
• Travel — Total mileage or travel expenses
• Grand Total — Combined total of all expense types

Exporting Reports

Reports can be exported for external use:

• PDF — Suitable for sharing and presentations
• CSV — Ideal for spreadsheet analysis and reconciliation

Notes

• Claim data updates in real time
• Status transitions depend on configured approval workflows
• Visibility and available actions depend on user roles and permissions