Expenses

An expense claim is money someone spent on the job: tolls, parking, parts, meals, lodging, per diem or mileage. Agents send them from the field app, with a photo of the receipt; they're reviewed here.

Where it is: Finance → Expenses. Who sees it: people allowed to read expenses; reviewing needs approve or reject expenses. Plan: Expenses and mileage module.

Expense claims with category, amount, policy and state.

The list

Column	What it is
Spent on	When it was spent.
Claimant	Who sent it.
Category	Tolls, Parking, Parts, Meals, Lodging, Per diem, Mileage or Other.
Amount
Ticket	The job it's linked to, if any.
Policy	The policy and version it was checked against.
Merchant	Where it was spent.
State	See below.

Filter by state, category, person, period, Meets policy / Breaks policy and Has a receipt. Export CSV.

States

State	What it means
Draft	The agent is still filling it in.
Submitted	Just sent; it's checked against the policy.
Approved	It met the policy (approved on its own) or someone approved it.
Needs review	It breaks a policy rule; a person decides.
On hold	It lacks the receipt the policy asks for or looks like a duplicate. It waits for the evidence. If it stays on hold 14 days (configurable), it's rejected on its own.
Rejected	Not accepted. The agent sees the reason.
Withdrawn	The agent withdrew it.
Exported	Approved and included in payroll for reimbursement.
Adjusted	A later claim corrected it (Corrects claim #…).

How the policy checks it

Each claim is checked against the expense policy in force on the day it was spent, the most specific one for the claimant's role and territory. The rules:

Rule	What it checks	Effect
No policy	No policy covers the person.	Needs review.
Receipt	The amount is above the level a photo is required from, and there's none.	On hold until it arrives.
Duplicate	Same amount, merchant and day as another claim.	On hold until cleared.
Category limit	Most per claim in the category.	Needs review.
Daily cap	Most per day in the category, adding up the day's claims.	Needs review.
Ticket required	The category must be linked to a ticket.	Needs review.
Location	Claimed more than N km from the ticket's site and from the whole day's trail (or with no position).	Needs review.
Per diem	Over the policy's per diem, or the policy pays no per diem.	Needs review.
Mileage rate	The mileage claimed is more than its trips are worth at the rate, or the policy pays no mileage.	Needs review.
Questioned trip	The agent flagged one of the trips with a question.	Needs review.

Per diem and mileage don't need a receipt: their amount is set by the policy.

Reviewing a claim

The page shows:

Policy check: Meets Field agents, north region, version 3 or each broken rule with its explanation (Over the Meals limit of $300.00 by $45.00).
Claim: category, amount, merchant, notes, the ticket (Not linked to a ticket), Where it was claimed (on the map) and Who and when.
Receipt: the photo.
Trips: for a mileage claim, each trip it claims.
History: every change.

Under Review:

Action	What it does
Approve	If it breaks the policy, the Reason is required and it's recorded as an exception to the policy. If it complies, the reason is optional.
Ask for evidence	Holds it waiting for what's missing.
Reject	The reason is required; the claimant reads it.
Not a duplicate	For one held as a duplicate: explain why it isn't and it's checked again.

Approving a claim that breaks its policy: the reason is recorded as an exception

Nobody reviews their own claims: This is your own claim; somebody else rules on it. The agent is told about every decision.

What happens to an approved claim

It depends on how the person is funded and what they paid with:

Paid with	What happens
Own money	Reimbursed through payroll on approval.
Company card	Counts against their card's allowance; not reimbursed.
An advance	Justifies money advanced to them; not reimbursed.

If it's linked to a ticket, it's added to its cost.

Expenses ​

The list ​

States ​

How the policy checks it ​

Reviewing a claim ​