Takes from
Employees
Everyone who claims is a person on the rolls, with a sign-in made from their record.
Business Tools · Workforce
Expense claims and reimbursements for your staff
Staff raise a claim with its receipts, the policy limit is checked as they send it, and the office approves or rejects each one against the bill.
What it does
Expense policies, claims, approvals and payment
A claim is raised against a policy, checked against its limit, decided once and then paid — every step kept on the claim itself.
The policy
- Categories
- Each kind of expense you pay back is a category of its own, with a limit of its own.
- Limits by cycle
- Each limit runs per month, per quarter or per year — chosen category by category.
- Who it covers
- A policy is given to each person, from a date you choose. Someone with no policy cannot raise a claim.
Raising a claim
- The claim
- The category, the amount, the date of the expense and what it was for.
- Receipts
- Up to 5 on each claim, 10 MB each — a PDF, or a photo as JPG, PNG or TIFF.
- What is left
- They see what they have claimed this year in each category, and a warning the moment an amount would go over the limit.
Deciding
- The queue
- Every claim waiting for a decision, with its receipts opened right there to look at.
- Approve or reject
- Approve with a note if you want one. Reject with a reason — a reason is required.
- Decided once
- Only a claim still waiting can be decided, and it cannot be put through twice. Every change to a claim is recorded.
- Who is told
- The people you choose hear when a claim is sent; the person hears when theirs is approved.
- The claim list
- Shows whether each claim has been paid, and exports.
PayingWith the Payroll add-on
- A run of its own
- Pick the people with approved claims not yet paid, and read the itemised summary before you confirm. A run can be saved and finished later.
- How it was paid
- Bank transfer, cheque, cash or online, with the reference and the date.
- Bank transfer sheet
- One bank transfer sheet for the whole run.
- Shown as paid
- Each claim then reads as paid — in the office’s list, and in the person’s own.
The totals
- By category
- What has been approved, what is waiting and what was rejected, category by category, on screen.
- By person
- The same totals for each person, so a heavy claimant is visible without adding anything up.
- Approved
- Already counted against the limit.
- Waiting
- Counted too, before anyone has decided it.
- A claim that fits
- Goes in, and waits for a decision.
- A claim over the limit
- Refused as it is sent, and back with the person.
The limit
The policy limit is checked when the claim is raised
Every category has a limit for its cycle. When someone sends a claim, its amount is added to what they have already claimed in that category this month, quarter or year — and if the total goes past the limit, the claim does not go in. They are told the limit, what is claimed already and what is left.
Claims still waiting for a decision count as well as approved ones, so two sent on the same afternoon cannot both slip under it. A rejected claim gives its share back.
So the person approving only ever sees claims inside policy. The question in front of them is whether the receipt is right, not whether the amount is allowed — and nothing is found over the limit at month end.
Where it sits
Where claims come from, and where they are paid
Claims start with the person who spent the money and end in Payroll, in a run of their own.
Takes from
What staff do themselves
Where claims are raised: their policy and limits, what they have claimed this year, and whether each claim has been paid.
Gives to
Payroll
Approved claims are paid in a reimbursement run of their own, separate from salaries. They never appear on the payslip.
Paying claims inside the system needs the Payroll add-on. With the Workforce set alone, claims are raised, checked and approved here, and paid however you pay today.
What it costs
Reimbursements come with the Workforce set
The set brings Employees, Attendance and Reimbursements together, priced per person on the rolls. The number of people you buy seats for is the number the system will hold.
- Workforce set
₹49.00₹44.10a person, a month
₹132.30 a person for the 3 months, paid at the start.
Employees, Attendance and Reimbursements, for every person on the rolls.
- Payroll add-on
₹30.00₹27.00a person, a month
₹81.00 a person for the 3 months, paid at the start.
On top of the set — what it takes to pay claims inside the system, along with salaries.
Prices exclude GST.
Before you rely on it
Questions about expense claims
The answers a buyer asks for first, including the ones that are no.
No. A claim that would take the category past its limit for the cycle is refused as it is sent, and the person is told the limit, what they have claimed already and what is left. Nothing over the limit reaches an approver. If a limit is too tight, it is the policy that changes.
No. Claims are paid in a reimbursement run of their own, separate from the salary run, and each claim is then shown as paid to the person who raised it. The payslip carries salary only.
Only to pay claims inside the system. With the Workforce set alone, claims are raised, checked against the limit and approved or rejected here, and you pay them however you pay today. Add Payroll and the reimbursement run, the bank transfer sheet and the paid status come with it.
No. Each claim has one decision — approved with an optional note, or rejected with a reason — made by someone in the office who can decide claims. Once decided, it cannot be decided again.
No. The receipts are attached to the claim and looked at by the person deciding it; the amount is typed by the person claiming. There is no mileage or daily-allowance calculator, and no advances against future claims.
No — a yearly limit runs January to December, a quarterly one by calendar quarter, and a monthly one by calendar month, counted by the date of the expense.
See a claim go from receipt to paid
Tell us the expenses you pay back and the limits you use, and we will put a claim through them with you.