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Expense Reports

The Expense Reports module enables employees to submit business expense claims for reimbursement. Each expense report is linked to a specific Job and Staff member, allowing costs to be allocated to the correct project.

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Navigation Path

HR & Payroll → Expense Reports

Expense Reports List

The main page shows expense reports within the selected date range.

Expense Reports page showing From and To date filters, Search button, Add Expense button, and an empty data grid with No Data message
Expense Reports main page with date range filters and report grid

Filters

FilterDescription
FromStart date for filtering expense reports (required, marked with red asterisk)
ToEnd date for filtering expense reports (required, marked with red asterisk)

Set the date range and click the Search button (blue magnifying glass icon) to load matching expense reports.

Creating an Expense Report

  1. Navigate to HR & Payroll → Expense Reports
  2. Click the Add Expense + button (top right)
  3. In the Add expense dialog, fill in:
    FieldDescriptionRequired
    JobSelect the job/project the expense relates to (autocomplete search)Yes
    StaffSelect the employee submitting the expense (autocomplete search)Yes
    Business PurposeDetailed description of the business purpose for this expense (textarea)Yes
  4. Click Save to create the expense report
Add expense dialog showing Job, Staff, and Business Purpose fields with a Save button
Add Expense dialog with Job, Staff, and Business Purpose fields
Job-Based Cost Allocation

Every expense report must be linked to a Job. This ensures the expense cost is allocated to the correct project for accurate project costing and P&L reporting.

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Adding Expense Line Items

After creating the expense report, add individual expense line items:

  1. Open the expense report from the grid
  2. Click ADD + to add a new line item
  3. For each line item, enter:
    • Expense Category — Type of expense (Travel, Meals, Accommodation, Transport, etc.)
    • Date — Date the expense was incurred
    • Amount — Expense amount with currency
    • Description — Details about the specific expense
    • Receipt — Attach a scan or photo of the receipt
  4. Repeat for each expense item

Approval Workflow

Expense reports follow an approval process before reimbursement:

Draft Submitted Approved Paid Rejected

Best Practices

  • Attach receipts for every line item — Claims without supporting documents may be rejected during approval
  • Select the correct Job — Ensure the expense is linked to the right project for accurate cost reporting
  • Submit within policy deadlines — File expense reports within your company's defined submission window to avoid delays
  • Provide clear business purpose — A detailed business purpose helps approvers process claims faster
  • Review before submitting — Verify all amounts, dates, and categories before submitting for approval