Expense Management

Expense Management allows employees to submit expense claims and provides admins/managers with tools to review, approve, and report on expenses across the organization. This guide covers all features available from the admin/manager perspective.

All Expense Requests

Navigate to Expense Management > All Expense Requests to view and manage expense claims.

Viewing Requests

The expense request list displays:

• Employee name, code, and profile photo
• Expense type (e.g., Travel, Meals, Office Supplies)
• Expense date
• Requested amount
• Approved amount (after processing)
• Status (Pending, Approved, Rejected)
• Supporting document/receipt (if uploaded)
• Submission date

Filtering and Search

• Employee Filter: Filter by a specific employee
• Date Filter: Filter by expense date
• Expense Type Filter: Filter by expense category
• Status Filter: Filter by Pending, Approved, or Rejected
• Search: Search by employee name, code, or expense type

Viewing Expense Details

Click View Details on any expense request to see:

Field	Description
Employee	Name and employee code
Expense Type	Category of the expense
Expense Date	The date the expense was incurred
Amount	The amount claimed by the employee
Approved Amount	The amount approved by the manager (shown after processing)
Document	Receipt or proof of expense (if uploaded)
Status	Current status of the request
Employee Remarks	Notes provided by the employee
Admin Remarks	Notes added during approval or rejection
Submitted On	Date and time the request was created

Approving Expenses

To approve an expense request:

1. Click View Details or select the Approve/Reject action on a pending request
2. Review the expense details and supporting document
3. Enter the Approved Amount (defaults to the requested amount; you can adjust it to approve a partial amount)
4. Optionally add admin remarks
5. Select Approved and confirm

The approved amount must be greater than zero. The employee receives a notification about the approval.

Rejecting Expenses

To reject an expense request:

1. Click View Details or select the Approve/Reject action on a pending request
2. Review the expense details
3. Optionally add admin remarks explaining the reason for rejection
4. Select Rejected and confirm

The employee receives a notification about the rejection.

Partial Approvals

You can approve expenses for a different amount than what was requested. For example, if an employee claims $150 for a meal but company policy allows a maximum of $100, you can approve $100 as the approved amount.

Expense Types

Expense type configuration is covered in its own dedicated guide. See Expense Types for details on creating and managing expense categories.

Reports

Navigate to Expense Management > Reports to access expense analytics. The following reports are available:

Expense Summary by Category

Navigate to Reports > Expense Summary by Category.

This report provides a breakdown of expenses grouped by expense type:

• Statistics Cards: Total submitted amount, total approved amount, approval rate, and total request count
• Donut Chart: Visual distribution of expenses by type
• Bar Chart: Comparison of submitted vs. approved amounts per expense type
• Data Table: Detailed breakdown per expense type showing:
  • Expense type name
  • Total submitted amount
  • Total approved amount
  • Number of requests
  • Approval rate (with color-coded badges)
  • Average amount per request

Filters available:

• Date range (from and to)
• Status (All, Pending, Approved, Rejected)
• Expense type

Employee Expense Report

Navigate to Reports > Employee Expense Report.

This report focuses on expense activity at the employee level:

• Statistics Cards: Total employees with expenses, total submitted amount, average per employee, pending approvals count, and document compliance rate
• Top Employees Chart: Bar chart showing the top 10 employees by total expense amount
• Monthly Trend Chart: Line chart showing expense amounts over the last 6 months
• Data Table: Employee-level breakdown with expense details

Filters available:

• Date range (from and to)
• Status
• Employee
• Department

Approval Pipeline Report

Navigate to Reports > Approval Pipeline Report.

This report helps monitor the efficiency of the expense approval process:

• Statistics Cards:
  • Total pending requests
  • Total pending amount
  • Average days requests remain pending
  • Requests pending over 7 days
  • Overall approval rate
  • Average approval time (in hours)
• Status Distribution Chart: Breakdown of requests by status (Pending, Approved, Rejected, Cancelled)
• Pending by Approver: Shows how many pending requests each approver has
• Data Table: Detailed list of expense requests in the approval pipeline with aging information

Filters available:

• Date range (from and to)
• Status
• Aging (Less than 7 days, 7-14 days, 14-30 days, Over 30 days)
• Approver

This report is useful for identifying bottlenecks in the approval process and ensuring expense claims are processed promptly.

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Next: Learn about Roles & Permissions to manage access control across the system.