Expenses
The Expenses module provides a streamlined expense reporting system. Employees submit expenses with receipts, managers review and approve, and approved expenses automatically generate accounting entries for reimbursement.
Overview
The Expenses module handles the full expense lifecycle: submission, review, approval, and accounting. It integrates with the employee directory for approver routing and with the general ledger for automatic journal entries.
Getting Started
Navigate to Finance → Expenses in the sidebar. Youʼll see the expense dashboard with summary cards and the expense list.
Submitting an Expense
- Click New Expense
- Select the expense category (Travel, Software, Office Supplies, etc.)
- Enter the amount, date, and description
- Upload a receipt (image or PDF)
- Click Submit — your manager is notified
Core Concepts
Expense Categories
Expenses are categorized for accounting and reporting. Common categories: Travel, Meals & Entertainment, Software & Subscriptions, Office Supplies, Professional Services, Utilities, Rent, Marketing. Each category can be mapped to a specific GL expense account.
Approval Flow
Submitted → Under Review → Approved (or Rejected). The employeeʼs reporting manager is automatically assigned as the approver. Approvers can request more information or reject with a reason.
Accounting Integration
When an expense is approved, the system creates a journal entry: debit the expense account, credit the reimbursement liability (or cash) account.
Features
Expense Dashboard
Summary cards showing total expenses this month, pending approvals, and category breakdown. Quick access to submit new expenses.
Receipt Upload
Attach receipts as images or PDFs. Receipts are stored securely and linked to the expense record for audit purposes.
Approval Workflow
Managers receive notifications for pending expenses. Approve or reject with comments. Rejected expenses can be edited and resubmitted.
Expense Reports
View expenses by category, employee, date range, or status. Export for accounting or reimbursement processing.
Workflows
Standard Expense Workflow
- Employee incurs expense and saves receipt
- Employee submits expense with receipt attached
- Manager receives notification
- Manager reviews expense and receipt
- Manager approves or rejects
- If approved: accounting entry is posted, reimbursement is queued
Best Practices
- Submit expenses promptly — donʼt let receipts pile up
- Always attach a clear receipt image
- Use descriptive notes to explain the business purpose
- Select the correct category for accurate accounting
- Managers: review expenses within 48 hours to keep reimbursements timely