Submit and approve an expense claim
What employees spent on behalf of the company is reimbursed, and the expense is recorded in the books.
Before you start
- Expense categories set up, see the tutorial Set up expense categories.
- An approval route for expense claims. Without one, new companies use a fallback route that approves automatically, see the tutorial Set up approval routes.
- A photo or PDF of the receipts.
Steps
Step 1: Start a new claim
On Home, under My essentials, choose Expense Claim, then click New claim.
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The employee's Expense Claim page with the New claim button.
Step 2: Fill in the purpose and date
Fill in the Purpose, for example Supplier visit, and the Expense date.
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The What is this for section with Purpose and Expense date.
Step 3: Add the expense items
In Expense items, fill in the Description, choose the Expense category and enter the Amount · IDR. Click Add expense item for another line.
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Expense items with a description, category and amount on each line.
Step 4: Attach receipts and submit
In Receipts, click Add receipts and upload the receipts. Add a note for the approver if needed, then click Submit claim.
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The Receipts section and the Submit claim button.
Step 5: The approver approves the claim
The approver opens the claim from To approve on the Expense Claim page, or from Review approvals on the Employee spend page. Check the items and receipts, then click Approve claim or Reject.
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The claim detail for the approver with the Approve claim and Reject buttons.
Step 6: Finance pays the reimbursement
The approved claim appears in Money › Payment Schedule with the source Reimburse. Schedule the payment, then mark it as paid after the transfer, see the tutorial Schedule and pay.
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An approved expense claim in the Upcoming tab of the Payment Schedule.
When you are done
- After the final approval, Finday posts the expense by category and a reimbursement payable to the employee.
- The claim appears in the Payment Schedule with the source Reimburse. Once marked as paid, its status becomes Paid.
- The employee can follow the approval and payment status in the claim detail.
Common problems
A message asks to complete each description
Every expense item needs a description, a category and a positive whole-rupiah amount.
The claim was rejected
A rejected claim does not move forward. Ask the approver why, then submit a new claim.
A message says accounting posting needs attention
The approval was saved but the journal was not created. Do not approve again. Ask Finance to check the category's expense account.
Something still unclear?
Ask us on WhatsApp. The Finday team replies during office hours and can walk you through it in your own account.