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Expense claims

Staff submit claims for money they spent. A claim is checked against your rules, approved, then paid back.

Updated Nov 2, 2026

An expense claim is a list of costs an employee paid out of their own pocket. You check it, approve it, and pay them back.

How a claim moves

A claim goes from draft, to submitted, to approved or rejected, then paid. A rejected claim can be reopened to draft with Reopen to correct. After a claim leaves draft, its lines never change.

What to do

  1. Open Receipts, then the Expense claims tab.
  2. Press New claim. Add a line for each cost. Choose an expense category. Attach the receipt to the line.
  3. For mileage, choose Mileage and type the distance by hand. No map is used.
  4. Press Save draft, then Submit for approval.
  5. The approver opens the claim and presses Approve or Reject.
  6. After approval, press Mark as paid when you have paid the employee.

What approving does

Approving makes one bill payable to the employee. The employee is a vendor in your contacts. The bill is numbered EXP followed by the claim number. Marking the claim paid records the payment against that bill.

Claim rules

Open the Claim rules tab. You can set:

  • A limit for each expense category.
  • A "receipt required over" amount.
  • The mileage rate per mile or kilometre, the distance unit, and the account mileage goes to.

When someone submits, a line that breaks a limit or lacks a required receipt stops the claim. The claim view tells them why.

Good to know

  • If a submission is sent twice, for example after a bad connection, you get the claim already made, never a second one.
  • A Phone expenses tab lets approvers see claims sent from phones.
  • A claim in a foreign currency is only flagged for the approver. It has not been converted.
  • An Employee sees only the expense screens. See users-and-roles.

Not done yet

  • Approval has not been blocked for the person who made the claim. Anyone whose role can decide approvals can approve any claim, including their own. Check this yourself until a rule is added.
  • The claim screens were not clicked through in the finished app.
  • Phone camera capture, photo squeezing and offline use were not tried on a real phone.