Claim expenses from a phone, approve them with the bill in view, and pay them on a date.
Expense & Reimbursement takes the claim off paper. A field engineer photographs the taxi receipt the day he pays it, the manager approves on a phone, and the amount goes with the next salary or as a separate payment. Travel advances are adjusted against actual bills and are not written off quietly.
Field staff spend their own money every week on taxis, buses, fuel, a night in a hotel and tea in a customer’s office. The bills go into a shirt pocket, then an envelope, then a desk drawer until the claim is filed.
Claimed from a phone on the same day, an expense arrives with its bill attached. Approval is a tap. The person knows when he will be paid.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- Paper claim forms
- Bills collected in a bag or an envelope
- A spreadsheet of kilometres and allowances
- A separate register of advances
The problems this is meant to ease.
What expense & reimbursement does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Understanding your policy
We read your travel and allowance rules with HR and accounts. You provide the policy as it is practised today. A written summary comes back. Correct it freely.
Heads and rates
Expense heads, rates and ceilings are set up on screen. You review the list with a manager. Anything unclear is settled before staff see it.
A trial with sample claims
A few staff try claims on their phones using real bills from the past month. Approvers work through them. Issues are logged.
Payment path
We agree how approved claims reach employees, with salary or as a transfer. Accounts confirms the export it needs.
Staff trained, paper retired
Claimants and approvers are trained in groups. A date is set after which paper forms are not accepted.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Claims pending beyond the days you allow, by approver
- Claims returned for correction, with the reason
- Advances open without a matching bill
- Spend by head, person, branch and project
- Gap between the date of an expense and the date it was claimed
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Payroll management
- Employee self-service
- Expense tracking
- Accounting software
- Bank and card payments
Products that include it.
How we would put it in.
Questions owners ask about expense & reimbursement.
Are paper bills still needed?
Keep the originals your accountant and the tax rules require, which usually means hotel and fuel bills. The photograph settles approval and payment. The paper still goes into the file for accounts.
Can an expense be charged to a customer or project?
Yes, and that is often the real gain. Travel booked against a service call or a site shows the true cost of serving a customer. That changes how the next service contract is priced.
Will approved claims post into our accounting software?
They can be exported as vouchers under the expense heads your accountant uses. Those heads are settled with him before go-live, usually on a screen-share.
Is WhatsApp enough for four field staff?
For four people it works, provided somebody files the photographs the same week. The system earns its keep when claims cross branches, when advances are involved, or when nobody can say what travel cost last quarter.
How is the price of an expense module arrived at?
Staff numbers, approval layers and links to payroll or accounts shape the price. Photo capture on phones and advance handling are parts of their own. Each part gets its own line once your policy is read. Any may be dropped.
How soon can staff start claiming from their phones?
Pace depends on how settled your policy is. Claims, approvals and payment status come first. Rates and heads must be supplied by you. The proposal lists the calendar dates.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle expense & reimbursement today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
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