Staff expense claims
Around 2 hours a week of expense spreadsheets gone. Staff send a photo, it's checked against your rules, and they're paid back in the next pay run.
Hours back
2
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Claims sent by photo
Staff text or WhatsApp a photo of the receipt with a few words on what it was for. No form, no app.
- 02
Checked against your rules
Spending limits, what counts as a business cost, your mileage rate and whether a receipt is needed. Anything outside the rules is marked with the reason.
- 03
Sent to the right approver
Each claim goes to that person's manager as a one-line summary to approve or reject.
- 04
Lined up for payment
Approved claims are entered in the books against the right account and job, and added to the next pay run.
- 05
A monthly list for you
Who claimed what, any rules that got bent, and anyone whose claims keep coming back.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
A manager approves every claim, and nobody approves their own. Claims outside the rules are never paid without a person deciding.
What it's worth
What those hours add up to.
2 hours a week, over 46 working weeks, is 92 hours a year. At $50 an hour, that’s
$4,600
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Staff pay for fuel, parking, a tool or a client lunch out of their own pocket, then hand in a crumpled receipt or a spreadsheet weeks later. Someone checks it, chases a manager to approve it and keys it in. Claims sit for a month and staff are out of pocket and grumpy.
What we build
- Claims sent by photo
- Checked against your rules
- Sent to the right approver
- Lined up for payment
- A monthly list for you
A month in
Claims are paid back within a week instead of a month, the office stops keying in receipts, and you can see what gets claimed and by whom.
FAQ
How are staff expense claims different from receipt capture?
Receipt capture matches what's spent on company cards, while expense claims cover money staff spend themselves and need paying back. Plenty of businesses run the two together.
Can expense claims handle mileage?
Yes. Staff send the trip and the reason, the distance is costed at your rate, and the mileage claim is approved like any other.
More for finance & bookkeeping
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Bring this one to a free live build.
Thirty minutes on staff expense claims. We build its elf with you, live, and you keep it.