Expenses

The Expense section allows you to manage your expense claims, receipts, mileages, and allowances. This section consists of two main tabs.

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The Expense section has two tabs for organizing your expense-related activities:

Expenses Tab

The first tab you enter is Expenses. Here you can view all receipts and mileages created, but not yet added to a claim.

These can be drafts or expenses you do not want to add to a claim yet. All expenses you can send for approval are selected automatically, but you can deselect all in the top right corner.

You can also deselect specific expenses manually by pressing on the blue checkmark button on the expense.

Actions available:

• View all unsent expenses (receipts and mileages)
• Select/deselect expenses for approval
• Send selected expenses for approval
• Add new expenses (see Adding Expenses for details)
• Edit or delete unsent expenses

Claims Tab

The Claims tab displays all created claims, both unsent and sent. In the list view, you can see an overview of the claim’s statuses.

Open a claim by tapping on it to see the expenses and/or mileages added to that specific claim. Claims that are not yet sent can be edited in the app.

Claim statuses:

• Not sent: Draft claims that have not been submitted
• Awaiting approval: Claims currently in the approval process
• Approved: Claims that have been approved and are ready for payout or already paid out
• Declined: Claims that have been rejected by an approver (includes a comment explaining the reason)
• Canceled: Claims where the approval flow was canceled

Actions available:

• View all claims and their statuses
• Open claims to see included expenses
• Edit unsent claims (iOS: Edit button; Android: green plus sign)
• Delete claims (only if status is Not sent, Canceled, or Declined)
• Send claims for approval

Working with Expenses

For detailed instructions on adding new expenses, see:

• Adding Expenses - Learn how to add receipts, mileages, and allowances

Delete or Edit Expense

Expenses under Expense tab

It is possible to delete or edit a created expense in the app.

For iOS: Go to the Expense tab and swipe left on the expense you want to delete. If you want to edit an expense, open the expense and make the changes you want.

When you have made all the changes needed you can Save it for later again via the Save button or add it directly to a claim via the button More actions.

Via the More actions button you can also download the image of the expense.

Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim. That means that they are not sent.

For Android: Go to the Expense tab and press and hold the expense you want to delete. In the bottom of the screen, an alternative for Delete expense will appear.

If you want to edit an expense, open the expense and make the changes you want. When you have made the needed changes you can Save for later via the Save check mark or Add it to claim via the button.

Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim. That means that they are not sent.

Expenses under Claims tab

If you need to delete or change an expense that is under Claims, you need to delete the claim first and the expense will be editable again. When you have deleted the claim the expenses will be sent back to the Expense tab and you can do the changes you need by following the instructions above.

For iOS: Go to the Expense tab and tap on Claims. Open the claim you want to delete and choose Delete. Via Edit you also have the options to Add receipts and mileages or Send for approval.

Note that the delete function is only available if the claim has the status: Not sent, Canceled, or Declined. If the status is Awaiting approval you need to tap on Cancel approval flow when you have opened the claim.

If you choose to cancel the approval flow, the status will be Canceled and the claim will now be open again. That means that the claims with status Canceled and Not sent are basically the same.

The status Declined means that the approver has rejected the claim for some reason. The rejection is done manually by the approver and there is a comment to that status. The comment is shown when you open the claim.

If the claim has the status Approved, the claim is about to be paid out or is already paid out. You cannot delete or edit approved claims. If there is something wrong with an approved claim you need to contact your payroll administrator.

Links to the rest of the documentation:

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