Expense Management Software

What It Does:

• Defines custom expense heads (Travel, Fuel, Meals, Accommodation, Communication, Client Entertainment, Daily Allowance)
• Configures claim policies with expense limits, approval rules, and reimbursement settings per expense head
• Captures mobile expense submissions with Request Code, Month, Date, Requestor, Role, and Requested Amount
• Uploads receipts, bills, and invoices via Document Management for claim verification
• Routes claims to reporting heads automatically based on Organization Tree hierarchy
• Approves/rejects claims from portal ("claim will come for approval in this particular screen")
• Processes reimbursement automatically once approver approves ("Reimbursement exactly reimbursement")
• Downloads expense reports from Report Catalog showing expense breakdown by head, employee, and period

Eliminates manual expense tracking — replaces paper receipts, Excel sheets, and email follow-ups with automated claim management workflows.

How It Works:

• Admin goes to Settings → Expense Management → Expense Head
• Creates expense head with name (e.g., "Travel Expense", "Fuel & Vehicle", "Client Entertainment")
• Defines expense category code for reporting and tracking purposes
• Sets whether expense head requires receipt upload (mandatory/optional)
• Configures approval requirements and reimbursement rules per expense head
• Expense heads become available in mobile app for employees to select when submitting claims

Common Expense Heads for Field Sales Teams:

• Travel Expense — "work related trip sponsored by the company" including train, flight, bus fares for client visits and field work
• Fuel & Vehicle — fuel costs, vehicle maintenance, toll charges for employees using own vehicles for business travel
• Accommodation — hotel stays during outstation field visits, lodging expenses for sales meetings and events
• Meals & Food — daily food allowance during field visits, client meal expenses during business meetings
• Client Entertainment — expenses for client meetings, business dinners, and relationship building activities
• Communication — mobile recharge, internet data charges for field employees staying connected with office and clients
• Daily Allowance (Per Diem) — fixed daily allowance for outstation duty covering miscellaneous expenses
• Miscellaneous — other business-related expenses not covered by standard categories

Configure Policy Rules:

• Go to Settings → Expense Management → Manage Claim Policies
• Select expense head (e.g., "Travel Expense", "Fuel & Vehicle", "Daily Allowance")
• Set maximum claim amount per transaction (e.g., Travel: ₹5000, Fuel: ₹2000, Meals: ₹500)
• Configure monthly or weekly expense limits per employee per expense head
• Define approval requirements: single-level (reporting head) or multi-level (reporting head + department head)
• Set receipt upload requirement: mandatory for amounts above threshold or optional

Policy Examples for Field Teams:

• Travel Policy: Max ₹5000 per trip, receipt mandatory above ₹500, reporting head approval required
• Fuel Policy: Max ₹2000 per week, fuel bill upload mandatory, auto-approved if within limit
• Daily Allowance: Fixed ₹300/day for outstation duty, no receipt required, auto-approved based on duty dates
• Client Entertainment: Max ₹3000 per meeting, restaurant bill mandatory, requires reporting head + manager approval
• Communication: Max ₹500/month for mobile recharge, recharge receipt required, reporting head approval

How Document Upload Works:

• Employee submits claim from mobile app with Request Code and expense details
• Clicks "Attach Receipt" and selects document from phone camera or gallery
• System uploads receipt to Document Management system linked to claim Request Code
• Supported formats: JPG, PNG, PDF (bills, invoices, fuel receipts, hotel bills, restaurant bills)
• Multiple receipts can be attached per claim for itemized expense verification
• Receipt thumbnails visible in approval screen for approver verification

Document Management Benefits:

• Eliminate lost receipts — no more lost paper bills or delayed claims due to missing documentation
• Instant verification — approvers verify expenses with attached receipts in People Management → Approve Claims screen
• Audit trail — all receipts stored permanently with claim history for tax audits and compliance checks
• Policy enforcement — mandatory receipt upload for expenses above configured threshold (e.g., ₹500)
• OCR capability — system can extract amount and vendor details from receipt images (optional feature)
• Cloud storage — centralized document repository accessible from portal and mobile app

How Approval Routing Works:

• Employee submits expense claim from mobile app with Request Code auto-generated
• System reads Organization Tree hierarchy: "hierarchy will be visible in this screen"
• Example: Field Executive (Ayush) → Team Leader (Ravi) → Area Manager (Priya) → Regional Head (Amit)
• "It will go for approval to reporting head"—claim routes to Ravi (Ayush's immediate reporting head)
• Ravi logs into portal → People Management → Approve Claims
• Sees pending claim: Request Code, Request Month, Request Date, Requestor (Ayush), Role (Field Executive), Requested Amount, Action buttons

Manager Approval Dashboard Features:

• Claim details view — see Request Code, Month, Date, Requestor name, employee Role, and Requested Amount
• Receipt verification — view attached receipts/bills from Document Management directly in approval screen
• Policy compliance check — system highlights claims exceeding policy limits for review
• One-click approval — click "Approve" or "Reject" with optional comments for employee feedback
• Multi-level approval — for high-value claims, approval required from both reporting head and department head
• Bulk actions — approve multiple claims at once for faster processing
• Real-time notifications — employee gets instant status update in mobile app after approval/rejection

How Automated Reimbursement Works:

• Manager approves claim from People Management → Approve Claims screen
• Approved claim moves to reimbursement queue automatically with Request Code and Requested Amount
• System syncs with Attendance Closure system—"useful for payroll" salary processing
• Finance team sees approved reimbursements ready for disbursement with employee bank details
• Reimbursement processed in next payroll cycle or immediate bank transfer based on policy
• Employee sees reimbursement status ("Approved → Processing → Disbursed") in mobile app

Reimbursement Processing Features:

• Zero manual intervention — no follow-up emails or payment tracking needed after approval
• Payroll integration — syncs with Attendance Closure for salary calculation and disbursement
• Configurable disbursement — process in monthly payroll or immediate transfer per expense head policy
• Bank account linkage — employee bank details from profile auto-populated for direct transfer
• Reimbursement tracking — complete audit trail from claim submission → approval → disbursement with timestamps
• Tax compliance — system marks taxable vs non-taxable reimbursements for Form 16 reporting
• Bulk processing — process multiple approved claims together for efficiency

Available Expense Reports:

• Expense Summary Report — total expenses by employee with Request Count, Total Requested Amount, Approved Amount, Pending Amount
• Expense Head Breakdown — expenses grouped by head (Travel: ₹2.5L, Fuel: ₹1.2L, Meals: ₹80K) for budget tracking
• Department-wise Expenses — expense comparison across Sales, Marketing, Operations departments for cost center allocation
• Time Period Analysis — monthly/quarterly/annual expense trends showing Request Month patterns and seasonal variations
• Employee Expense History — complete claim history per employee with Request Code, Date, Amount, Status, Approval timeline
• Pending Approvals Report — all pending claims with Requestor, Request Date, Requested Amount, approver name
• Reimbursement Status — claims in different stages (Submitted → Approved → Processing → Disbursed) with timestamps

Report Builder & Export Features:

• Custom report builder — select columns (Request Code, Requestor, Role, Month, Date, Amount, Status, Expense Head)
• Advanced filters — filter by date range, expense head, department, approval status, amount range
• Excel/CSV export — download reports in Excel format for offline analysis and sharing with finance team
• Scheduled reports — auto-generate and email monthly expense reports to management
• Visual dashboards — charts showing expense trends, top expense heads, highest spenders, approval velocity
• Budget tracking — compare actual expenses vs budgeted amounts per expense head with variance analysis
• Policy violation alerts — flag claims exceeding policy limits or missing receipts for review