Accounts · Money out

The claim, the rule
it was checked against.

Expense policies defined per category, claims raised by the people who actually spent the money, an approval that posts the entries, and reimbursement recorded against the claim it settles.

Not a receipts folder. A claim here carries the policy it was measured against and the approval that let it through.

The rules

Policies and categories, set once.

CategoriesThe expense types your business actually has, rather than a fixed list you work around.
Policies per categoryWhat is allowed, defined against the category it governs, so the rule is attached to the thing it applies to.
The claim

Raised, approved, reimbursed.

Itemised claimsFiled by the person who spent, with the lines that make it up rather than one lump figure.
Approve or rejectAn approval posts the expense. A rejection leaves it visible rather than deleting somebody’s submission.
Reimbursement recordedPaying the claim back is its own step, so an approved-but-unpaid claim is a state you can report on.
When it was wrong

Unapprove, and void a reimbursement.

Both exist because both happen, and neither should mean editing history.

Unapprove a claimReverses the posting when a claim was approved in error, rather than requiring a manual journal to undo it.
Void a reimbursementThe payment is reversed as its own entry, keeping the bank reconciliation intact.
Nearby

Related capabilities.

Vendor bills · Cost centres and budgets · Banking

Expenses that are already in the books.

By the time a claim is approved, the accounting is done. Reimbursement is the only thing left.

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