Expense claims
Staff snap a photo of the receipt and the details are read for them. You approve it, and the money goes back to them with their next salary, or straight away if you prefer. Either way it lands in your P&L under the right category.
Screenshots use a fictional business and staff. Select an image to view it full size.
How staff send a claim
On the staff portal, they tap Claims, then the round + button, then Snap the receipt.
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The amount, merchant, date and any GST are read from the receipt and filled in. They check them, pick a Category, say what it was for if they like, and tap Submit claim.
Daniel’s Grab ride, read from the receipt.
They can follow each claim under Open, Paid and All, and withdraw one while it is still pending.
Approve or reject
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Go to Claims in the HR section of the sidebar. The Pending tab lists what is waiting. Open the Receipt link to see the photo.
Two claims waiting for Rachel. Press Approve. If you are only paying part of it, change the amount in the box first. To say no, type a short note and press Reject. The employee sees your note.
Pay it
An approved claim is paid one of two ways.
With their salary (the usual way). When you open the month in Run Payroll, each approved claim is already on their card as a reimbursement. It adds to their take-home pay with no CPF. When you finalise the payroll, the claim is marked paid.
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Directly, by cash or bank transfer. On the Approved tab press Mark paid directly and give the date you paid.
Pay it in cash today, or leave it for the next payroll run.
Either way the claim is posted to your P&L as an expense, in the matching category: transport, meals and entertainment, office supplies, phone and internet, and so on. A payment made directly can be undone with Undo payment, which takes it back out of the P&L.
Record a claim yourself
For a staff member who handed you a paper receipt, press + Record a claim. Pick the employee and fill in the amount, date, category and merchant, then press Save claim. It is saved as already approved and joins the next payroll run.
Questions
Is CPF charged on a claim?
No. A reimbursement pays back money they spent for the business, so it is not counted as wages. It is added to take-home pay after CPF is worked out.
What if the receipt could not be read?
They are told, and they type the details themselves. The photo is still attached.
Can I get a list of every claim?
Press Export CSV. It downloads the claims on the tab you are looking at.
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