Fixed Assets, Expenses & Contracts

4. Expense Claims and Their Workflow

Expense Claims let employees seek reimbursement for money they have spent. The module is surfaced through ExpenseClaimsPage, ExpenseClaimDetailPage, and NewExpenseClaimPage. Each claim records a claim number, a date, an amount requested, and an amount approved, so the organisation can see both what was asked for and what was ultimately authorised.

A claim is built from line items with attached receipts, and lines can carry category and project allocation, so each expense is classified and, where relevant, charged to a project. Claims support multi-currency, allowing expenses incurred in different currencies to be captured.

Claims follow a defined status workflow: Draft, then Submitted, then Approved, then Paid. The backend provides explicit actions to submit, approve, reject, and mark a claim as paid, so each transition is a deliberate operation. Approved claims feed a via-payroll reimbursement flow, letting reimbursements be paid through payroll.

A worked example: an employee creates a new claim, adds line items with receipts allocated to categories and a project, and submits it. The claim appears for approval, where an approver authorises an approved amount that may match or differ from the requested amount. Once approved, the claim is paid, optionally through the payroll reimbursement flow, moving it to the Paid state and completing the cycle.