Staff claims, approvals, advances and reimbursement, each with the receipt attached.
Record spend where it happens. The receipt is photographed at the counter or the pump, approval follows the policy limit you set, and the tax on the bill is captured with the entry. Approved claims go out in reimbursement batches, and the voucher your accountant posts in the accounting package is prepared instead of retyped.
- Expense heads, rates and approval limits configured before the first claim
- Open advances and pending claims migrated from your current sheet
- Supported by the team that configured it when a rule needs changing
Staff photograph the receipt and claim. Approval follows limits set by person and head, petty cash advances are settled against bills, and approved claims are paid in reimbursement batches. The tax on each bill is captured. GullySystem configures all of it, and prepares an export carrying your own ledger names for the accounting package your accountant already uses.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Claim
Photograph the bill and choose a head, the amount, the date and the customer. Four fields at the point of purchase make up the claim.
- 2
Approval
Below the limit you set, the claim goes straight to accounts. Above it, the manager sees the photograph, amount and customer, and clears it or returns it with a reason.
- 3
Accounts check
Accounts opens the claim beside the bill image. Where the bill carries a tax number and tax, both are recorded against the expense, and doubtful items are left for your tax adviser.
- 4
Advance adjustment
Bills are set against any advance taken before the trip. What is left is returned or carried, and shows on the employee’s screen until settled.
- 5
Reimbursement batch
Approved claims are picked into one batch and paid with salary or as a separate transfer. Each person sees that the claim is paid, on which date and how.
- 6
Month close
The batch becomes an entry with the heads and ledgers your accountant uses, exported to your accounting software with the bill photograph one click from every line.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Expense claim with the receipt photographed
Record date, amount, vendor and head beside a photo of the receipt taken on a phone. Each claim is the expense report accounts and your tax adviser later read.
Learn moreYour own expense heads
Use the heads your accountant already posts to, such as diesel, site labour, packing, courier, lodging, brokerage and service contracts.
Learn moreApproval by policy limit and amount
Your spend policy sets limits by person, head and branch, deciding what needs a manager, what needs the owner and what needs none. A rejection carries its reason.
Learn moreBill tax captured
Store the vendor tax number, invoice number and tax shown on the bill with the expense. Your tax adviser then reviews detail, not a total.
Learn moreCash advances and petty cash floats
Keep money given before a trip as an open advance until bills are entered against it, with the balance returned or carried recorded. A petty cash float at a branch is held the same way, as an imprest.
Learn moreRates you have already fixed
Apply per-kilometre mileage rates, daily allowances or per diem, and lodging ceilings automatically.
Learn moreCharged to a site, job or customer
Tag each expense to the project, vehicle, branch or customer that caused it, so the cost of serving one customer becomes visible.
Learn moreReimbursement batches
Group approved claims into a payment run, paid with salary or by transfer. The payment is made in your bank or payroll, and the mode, reference and date are kept against each claim.
Learn moreVendor bills and company spend
Record rent, electricity, service contract renewals and vendor bills beside staff claims, so the month’s spend is one picture.
Learn moreWhat the claimant sees
Show each person their own claims, status, open advance and payment date.
Learn moreExport prepared for accounting software
Export approved claims and reimbursement batches as vouchers with your ledger names. A direct link is scoped at set-up.
Learn moreWho approved what
Log every submission, approval, rejection, edit and payment with the person and time.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Expense & Reimbursement
Employees record date, amount, vendor and head beside a phone photo of the receipt, and accounts later read each claim as the expense report.
- Workflow and Approvals
The spend policy sets limits by person, head and branch, deciding whether a claim needs a manager, the owner or nobody. Rejections carry a reason.
- Expense Tracking
Rent, electricity, service contract renewals and vendor bills are recorded alongside staff claims, so finance reads the month’s spend as a single picture.
- Tax Management
The vendor’s tax number, invoice number and tax shown on the bill are captured with the expense, so the adviser reviews detail instead of a total.
- Audit Trail
Every submission, approval, rejection, edit and payment is logged with the person and the time, which answers who approved what.
- Roles and Permissions
Each claimant sees only their own claims, status, open advance and payment date, while approvers and accounts see the wider queue.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Expense Reports for Owners and Accounts Teams
These reports read the claims, advances and batches already recorded.
Learn moreViews by Role in Expense Management Software
Field staff, reporting managers, accounts assistants and owners each work from the same claim record.
Learn moreWhat Expense Management Software Connects To
The expense system connects to accounting software, payroll software, bank payment files, WhatsApp, SMS, email and spreadsheet files.
Learn moreOne system, each person sees their part.
For field engineers and sales executives
Claim on the day, follow the approval and avoid carrying a month of receipts.
For reporting managers
Approve from anywhere with the bill in view, and notice unusual claims while the week is fresh.
For accounts assistants
Pay only against approved claims, capture tax detail, clear advances and hand the accountant an organised month.
For owners
See rising heads, sites that consume cash, unsettled advances and what the quarter’s travel cost.
The numbers the owner asks for.
- Spend by head and month, set beside the month before
- Claims pending beyond the days you allow, by person and approver
- Advances given, adjusted and still outstanding
- Tax captured on expenses, listed for your tax adviser to review
- Expenses by customer, site, project or vehicle
- Reimbursements paid, with date, mode and reference
- Spend by branch, with the approver on each entry
Who this is built for.
- Companies whose engineers, technicians or sales staff spend their own money every week
- Builders and contractors handing petty cash advances to supervisors at site
- Firms with branches whose spend the head office only sees at month end
- Businesses that want the tax on expense bills recorded rather than lost
- Owners who want last month closed by the 10th instead of the 25th
- Accounts teams retyping claim sheets into accounting software line by line
When it is not the right choice.
- It does not decide what tax you can reclaim. It captures the tax number and tax on the bill and lists them. Eligibility depends on the country, and your adviser decides it.
- It is not an accounting package. Your accounting package stays as it is, and this covers the expense side.
- If one person spends and the same person records it, a sheet and a drawer of bills are honest enough. Leave them alone.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Accounting export
- SMS
- Bank transfer files
- Payroll software export
- Excel and CSV
Questions owners ask before a demo.
Can it feed the books our accountant keeps?
Yes, as an export your accountant imports with the ledger names already in use. A direct link is scoped at set-up, because installations differ.
Does it read the amount and tax number off the photographed receipt?
No. There is no OCR here. The amount, date, vendor and tax number are typed once beside the photograph, in a phone browser, so accounts checks the two against each other.
Can it capture the tax on a bill?
It records the vendor’s tax number, the invoice number and the tax shown, and lists them for review. What can be reclaimed is your adviser’s decision.
Is it for field staff only, or office spend too?
Both, on the same screen. Staff claims come in from phones, and rent, electricity, courier and vendor bills are entered by accounts.
Is this a travel and expense system?
It covers the expense side: mileage, per diem, lodging ceilings and the advance taken before a trip. A travel request approved before the trip is booked is not part of this.
What about corporate or prepaid card spend?
No. This records what staff spend from their own pocket or from a cash advance. Card statements stay with your bank and your accountant.
How do cash advances work?
An advance stays open on the person’s record until bills are set against it. The balance is returned or carried to the next trip, with the date.
Who owns the receipt images and claim history?
You do. Images and data export on request, and the proposal covers how everything is returned if you stop using it.
What does it cost?
Claim volume drives it more than a headcount. The claimants, branches and approval levels count, as do the bank transfer files, payroll export and accounting export you want. Open advances and unpaid claims to be loaded add work. A quotation follows a demo on your own heads and limits, priced part by part.
We are six people and messaging works. Should we bother?
Probably not yet. The case arrives with site advances, a second branch, or an owner who cannot say what last quarter’s travel cost.
How soon could field staff claim from their phones?
Claims with photographed receipts, your own expense heads and approval by limit would open the work, as field staff feel those first. Advances, mileage and allowance rates, job tagging and the exports follow. The proposal places each stage against a date.
What should accounts and the owner have in hand?
Have the spend policy, the expense heads with their ledgers, mileage and allowance rates, open advances and unpaid claims ready. A recent claim sheet, a bill with its tax details and a petty cash voucher make good samples. Accounts, a reporting manager and a field representative should each be reachable.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Every part, on its own page.
Each page covers one part of the system: what it records, who uses it and what it hands on.
- Expense Claims With the Bill Photographed
- Expense Approval Rules by Amount and Role
- GST Details Captured From Expense Bills
- Cash Advances and Settlement Tracking
- Reimbursement Batches on a Fixed Day
- Mileage Rates and Daily Allowances
- Expenses Charged to a Site, Job or Customer
- Expense Vouchers Exported for Tally
- Expense Heads Set Up the Way Your Accountant Posts
- Vendor Bills and Company Spend in Expense Software
- The Claimant’s Own Screen in Expense Software
- Audit Trail for Expense Claims and Approvals
- Expense Reports for Owners and Accounts Teams
- Views by Role in Expense Management Software
- What Expense Management Software Connects To
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Expense Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements