Expense claims
Expense claims gets your people their money back for what they spend on the job: the diesel on the way to a site, the parking, the parts bought at the trade counter, the hotel for a job too far to drive home from, the meal on the road.
What staff spent for the business, claimed back: each person's manager approves their claims, and the owner pays.
Try it
Contacts, Staff, Claims, Expense categories
Try it freeWhat it does for you
Each person makes their own claim, with a line for each expense and a photo of its receipt, taken on the spot, before it fades in the van's door pocket.
No more spreadsheet at the end of the quarter with half the receipts missing, and no one out of pocket for weeks. When the person clicks Submit, an AI agent reads each receipt and fills in the merchant, the amount and the VAT; the person checks it and sends it on. The claim goes to the person's own manager, named on Staff, or to you, who approves it, sends it back or rejects it. Nobody approves their own claim.
- Each expense category has a limit per line. Mileage in a person's own car, the claim no receipt can prove, is paid per kilometre: they enter the distance driven, and the line's amount is the distance times the rate you set on its category, with no VAT. One rate for an electric car and another for a petrol one are two categories, and a line keeps the rate it was claimed at when you change it later. A claim with a line above its limit, such as a hotel above the nightly rate, also waits for your approval. With Approvals, a claim above your approval amount also waits for you or a manager.
- Approved claims wait to be paid, and every Monday morning you get one mail of what to pay that week. Mark paid pays one claim or a whole selection, with the transfer's reference, and each person gets a mail that their money is on its way. With Approval limits, finance pays the claims too, and a larger claim waits for a second approval.
- Each person sees only their own claims, and a claim cannot change once it is submitted. A claim prints with its receipts for your accountant, and charts show what is spent by category and by person, each month.
- Your accountant is the last to read every claim, and nobody types the claims again. Each expense category has the account code your accountant books it to. Paid claims wait in To export, and the list Lines to export gives their lines, one row each, with the date, the claimant, the merchant, the category and its account code, the net, the VAT and the amount, the claim, the day it was paid and the payment reference. Export makes it a CSV or Excel file for Xero, QuickBooks, Sage or any other accounting software. Mark exported then dates those claims, so they leave the list and never go twice.
Make it yours
Your business is not quite like any other. Ask the assistant for what is missing, in your own words: a new step, an email, a list, a rule. Every change is shown before it happens, and any change can be undone.
Refuse a hotel line above 160 a night.Add a rate per kilometre for a motorbike.Let the office manager approve the claims of the apprentices.
Add-ons that change it
Each of these adds one more thing to your base. Tick the ones you want when you create your base, and add or remove them later in Settings, Modules.
Approvals
A document above the approval amount of Business details waits for the approval of the owner or a manager.
Projects
Work for a customer in stages, with its changes, meetings and documents.