Expense Reports
Employees submit business expenses for reimbursement with receipt attachments, and reports move through a structured two-level approval chain — from department head to final approver — with notifications at every step. Finance gets GL-mapped reporting by category so expenses flow cleanly into your accounting system.
Features
- ✓ Two-level approval workflow — department approver, then master approver before payment
- ✓ Receipt attachments per line item — take a photo on mobile and attach directly
- ✓ GL-mapped expense categories — meals, travel, mileage, lodging, software, and more
- ✓ Rejection with reasons — rejected reports return to the employee with the reviewer's note for correction
- ✓ Reimbursement recording — log payment reference and amount when the employee is paid
- ✓ Admin dashboard — see awaiting approval, awaiting final, and pending dollar value at a glance
- ✓ GL Entry Report — line-item breakdown by account code with subtotals per GL category
- ✓ Reimbursement Summary Report — all reports in a date range with totals and approver names
- ✓ System-blocked self-approval — no one can approve their own expense report, period
- ✓ Approver routing from HR — each employee's approver is set in their HR profile automatically
- ✓ AI Chat — ask the built-in AI about any report or analyze your filtered expense list
- ✓ Query By Example (QBE) — multi-field structured search across all report columns
- ✓ Personal expense dashboard — YTD spend, status breakdown, and 6-month spending trend charts
- ✓ Full audit trail — every action on every report is logged with timestamps and users
- ✓ Column customizer — choose which columns to display, with preferences saved per user
- ✓ CSV export — download your current filtered view as a spreadsheet
- ✓ Journal & notes — add comments and context to any report for shared visibility
- ✓ Drag-and-drop receipt upload — drop files directly onto the upload area or snap a photo on mobile
- ✓ Configurable notifications — admin controls which events trigger alerts and on which channels
- ✓ Report archiving — paid reports can be archived to keep active views clean
What sets it apart
GL-ready reporting built in
The GL Entry Report shows every expense line by account code with subtotals — ready to hand to your accountant without any manual re-categorization.
Two-level approval, no shortcuts
Every report goes through first-level then final approval before payment. Self-approval is blocked in the system — maintaining financial controls even for business owners with approver rights.
Receipt capture from mobile
On a phone, employees can take a receipt photo directly from the upload dialog — no scanning, no emailing photos to yourself first.
Approver routing from HR profile
Each employee's approver is configured in their HR record — set it once and every expense report automatically routes to the right person, no manual assignment required.
AI-powered expense analysis
Chat with the built-in AI about any expense report or your entire filtered list. Ask about spending patterns, outliers, or get help troubleshooting — the AI sees the actual report data.
Full audit trail on every report
Every action — creation, submission, approval, rejection, payment — is logged with timestamp and user. A tamper-proof record for financial compliance, right on the report detail page.
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