Expense Claims
Record money your team spent out of their own pocket for the business โ a taxi to a client, lunch, office supplies โ get it approved, book it into the accounts, and pay the employee back.
An expense claim is like an employee handing you a shoebox of receipts. They list what they spent (create the claim) and hand it over (submit). You check it and say "yes" (approve โ which is when your books record that you owe them) or "no" (reject). When you actually hand the money back, you mark it reimbursed and the debt is settled.
01What you see on the screen
Two cards: โ Expense Claim (a form with an Employee box, a Title box, and a table of expense lines) and Claims (the list of all claims: Employee ยท Title ยท Total ยท Status ยท Actions).
02Every field
| Field | What to enter | Example | Needed? | Why it matters |
|---|---|---|---|---|
| Employee | Who paid and is claiming back | Ahmed Ali | Yes | Names who gets reimbursed. |
| Title | A short summary of the claim | Client visit โ Dubai | Optional | Helps you recognise it in the list. |
| Category (line) | Travel, Meals, Office Supplies, Other | Travel | Optional | Sets which expense account the cost books to (defaults to General/Office). |
| Description (line) | What this line was for | Taxi to client | Optional | The note that shows on the ledger. |
| Amount (net) (line) | Cost excluding VAT, in AED | 100.00 | Yes | The base expense amount. |
| VAT (line) | The VAT in dirhams (not a %) | 5.00 | Optional | Lets the business reclaim the input VAT you paid. |
Add rows with ๏ผ Add line. The claim Total = all net amounts + all VAT amounts, calculated for you.
03File a claim, then approve & reimburse it
- In โ Expense Claim, enter the employee, an optional title, and one or more lines (category, description, net amount, VAT).
- Click Create Claim โ it's saved as a draft.
- In the Claims list, click Submit to send it for approval (status submitted).
- Click Approve. The claim posts to the accounts and the business now owes the employee (status approved).
- When you pay them, click Reimburse. Money leaves your account and the debt is cleared (status reimbursed).
04Statuses
| Status | Meaning |
|---|---|
| draft | Just created, not yet sent. |
| submitted | Sent for approval, awaiting a decision. |
| approved | Approved and posted; the business owes the employee. |
| rejected | Turned down (with a reason). No accounting effect. |
| reimbursed | The employee has been paid; fully settled. |
The status only moves forward one step at a time โ you can only submit a draft, approve/reject a submitted claim, and reimburse an approved one.