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

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