Views by Role in Expense Management Software

Field staff, reporting managers, accounts assistants and owners each work from the same claim record. Each role sees the part of it that it acts on.

Share your requirements

One record, four roles

A claim passes through several hands before it is closed in the books. Here the claim, the bill photograph, the approval and the payment all sit in one record, and every role reads the same entry instead of a copy. The screen a person sees depends on what that role must do.

What each role does

For field engineers and sales executives

Claim on the day, follow the approval and avoid carrying a month of receipts. The person sees their own claims, status, open advance and payment date.

For reporting managers

Approve from anywhere with the bill in view. A claim above the limit arrives with its photograph, amount and customer, and is cleared or returned with a reason.

For accounts assistants

Pay only against approved claims, capture GST detail, clear advances and hand the accountant an organised month. The claim opens beside the bill image.

For owners

See rising heads, sites that consume cash, unsettled advances and what the quarter’s travel cost. Spend by branch shows the approver on each entry.

How a claim moves between roles

The claimant photographs the bill and files four fields. Below the limit you set, the claim goes straight to accounts. Above it, the manager decides first. Accounts then checks the claim against the bill and sets any advance against it. Approved claims are picked into a reimbursement batch, which becomes an export for Tally at month close.

What the client decides

Access follows the role. Who counts as a manager, which limits apply to which person, head and branch, and who may see reports are set from your policy. Where the policy is unwritten, it is documented first. The roles are confirmed with you during implementation.

FAQ

Frequently asked questions

Can a manager see only their own team’s claims?

Yes. Claims are routed to the approver set by person, head and branch, so a manager works through the claims sent to them.

Do owners have to approve every claim?

No. Limits decide what needs a manager, what needs the owner and what needs no approval at all.

Does the accounts assistant see the bill image?

Yes. Accounts opens each claim beside the bill photograph and records the GST detail shown on it.

Can the same person act in two roles?

That is set from your own arrangement. If one person both spends and records it, a sheet and a drawer of bills may be enough.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

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.