Fixed Assets, Expenses & Contracts

5. Expense Categories, Policies, and Approvals

Expense Claims are governed by categories and policies. Expense Categories (ExpenseCategoriesPage) classify what each expense is for, and claim line items are allocated to these categories. Expense Policies (ExpensePoliciesPage) define the rules claims must obey, including spending limits, approval thresholds, category limits, receipt requirements, and per diem rates.

These policies shape approval. The module uses a multi-level approval workflow with manager approval, amount-based routing so that larger claims escalate appropriately, and batch approval support for handling many claims efficiently. Claims awaiting action appear in a Pending Approvals queue (PendingApprovalsPage), the same centralised queue pattern used across SamvraCore's approvable documents.

The module also provides Expense Reports (ExpenseReportsPage) for analysing claim activity.

A worked example: an organisation defines categories such as travel and meals and sets a policy with a per-category spending limit, a receipt requirement, and an approval threshold above which a claim must escalate. When an employee submits a claim, amount-based routing sends a small claim to a manager and a larger one up the chain. Approvers can clear multiple claims at once through batch approval from the Pending Approvals queue, and Expense Reports summarise the resulting spend.