Approving expenses

Expense reports flow from staff to managers to Finance. The Approval Center handles the routing; this article covers the lifecycle.

How an employee submits an expense

1. From the Employee Portal, click Expenses → New report.
2. Fill in:
   • Title — e.g. "Tel Aviv conference travel — March 2026".
   • Period — date range covered.
   • Currency — most workflows default to your tenant's base currency.
3. Add lines for each expense:
   • Date, category (Travel, Meals, Equipment), amount, description.
   • Receipt — upload a photo or PDF. OCR auto-extracts the total and date if it's a clean image.
4. Submit.

Approval flow

A typical expense workflow:

Each step's approver opens the report, reviews each line, and approves / rejects / requests changes.

Reimbursement

Once fully approved, the report goes to Awaiting payment. Finance:

1. Filter Expenses → Approved.
2. Bulk-export to your bank or accounting system.
3. Mark as Paid when the transfer goes through.

The employee sees the status update on their portal.

Receipt OCR

When you upload a receipt:

• The system extracts the total, date and vendor name.
• Pre-fills those fields for you.
• You can override anything that's wrong.

This dramatically cuts data-entry time. Receipts that fail OCR (handwritten, blurry) just need manual entry.

Per diems

For trips with daily allowances:

1. Admin → Expense Categories — set a "Per diem" category with default rates.
2. On a report line, pick "Per diem" — the amount auto-fills based on number of days.

Compliance

• Every approval and rejection is logged in the activity log.
• Receipts are stored in the Document Vault, linked to the expense report.
• Reports are retained per your retention policy (typically 7 years).

Next step

Delegating approvals →