Review and approve field expense claims
Open Expenses, view the receipt, then Approve or Reject with a reason. Approved claims are added to the officer's earnings.
Updated 2026-11-01
Field staff submit expense claims from the app, each with a receipt photo. Managers and accountants review them on the Expenses page.
Who can review
Owner, Admin, Manager and Accountant see Expenses in the Sales group.
Review the claims
- Open Expenses. The page says "Field expense claims from sales staff. Approved claims are added to their earnings for reimbursement."
- Choose the Month.
- Use the filters Pending, Approved, Rejected or All to focus. Start with Pending.
- Each row shows the Officer, Date, Category (Fuel, Travel, Food, Lodging, Phone or Other), Amount, Note and Status.
- Click View under Receipt to open the photo and confirm the bill matches the amount.
- Click Approve to accept the claim.
- To refuse, click Reject and write the reason in Why rejected?, then confirm.
If there is nothing, the page says "No claims."
Monthly summary
The section This month by officer shows each officer's totals: Approved, Pending and Rejected. Use it to catch unusual patterns, such as one person's fuel claims far above their colleagues'.
What the officer sees
In the app, the claim moves from Pending to Approved or Rejected. A rejected claim carries your reason, so the officer knows what to correct.
How reimbursement works
An approved claim is posted to the officer's earnings ledger as an Expense entry. It adds to their Balance due, and is paid out together with salary and commission when you Record payout on the Commissions page. See Month-end commissions and pay.
Review habits that help
- Review weekly rather than at month end, so receipts and memories are fresh.
- Write clear rejection reasons, such as "Receipt not readable" or "Not a work trip".
- Compare Distance (km) on travel claims with the officer's route in the day view.
Tip: A receipt photo can only be used once, so duplicates are caught for you.
Tip: Tell your team which categories you accept and any limits before they start claiming.