Finance
Expense claims
Anyone can claim an expense with a receipt; reviewers approve or send it back; approved claims paid from someone’s own pocket are reimbursed.
On this page
Expense claims let anyone who spent money for work — their own or the company's — record it and, where it was their own money, get it paid back. Every member can claim; reviewers approve; Finance reimburses.
- Claim an expense
- Every member (Submit expenses — included in every role)
- Review claims
- Approve expenses (owner-sensitive)
- Reimburse
- Manage Finances (owner-sensitive)
- Where
- Finance → Expenses (
/finances/expenses), or Home for members without Finance
Claim an expense#
People without access to Finance claim from Home — the Spent money for work? card — and follow their claims there. People with Finance can also use Finance → Expenses → Claim an expense.
Receipt — attach a photo or file of the receipt.
Where and what for — the merchant and the business reason.
Date, amount and category. Choose Let Finance decide if you are not sure.
Paid with — own money (you want it paid back) or company money (a company card or account; nothing is owed to you).
Optionally link a project, so the cost shows in the project's job costing.
Submit. Claim submitted — you can follow it from Home.
The claim lifecycle#
- Submittedwaiting for review
- Approvedposted to the books; if paid with your own money, it is now owed back to you
- Reimbursedpaid back to you
A reviewer can also send it back with a note saying what should change. You then edit and resubmit, or withdraw it.
| Status | Means |
|---|---|
| Waiting for review | Submitted, not yet reviewed |
| Sent back | The reviewer asked for a change |
| Approved · owed back | Approved; you paid it and will be reimbursed |
| Approved · company paid | Approved; the company paid, so nothing is owed |
| Reimbursed | Paid back |
Review claims#
People with Approve expenses see To review in Finance → Expenses. Open a claim, check the receipt and choose Approve or Send back. Nobody can approve their own claim — except the Owner, so a one-person organization can close its own expenses.
Reimburse#
Approved claims paid from someone's own pocket gather under To pay back until they are reimbursed. Record the reimbursement to mark them paid back; the payment appears in your books and can be matched to the bank line.
Notifications#
Claimants are notified when their claim is approved, sent back or reimbursed. People without Finance are taken to Home to see their claim, not into Finance. Every step of a claim can also start an automation.