Submit, approve & reimburse expenses

An expense claim is a single reimbursable spend — an amount, a category, a merchant, a date and (usually) a receipt. Employees file claims; approvers review them; and an HR admin pays out approved claims in a reimbursement batchrather than one transfer at a time. WorkRight tracks each claim's status all the way from draft to reimbursed, so nobody has to chase a payment over email.

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• Any employee can file a claim and track their own reimbursements.
• Approvers (a manager, hr_manager or company_admin) also see an Approvals inbox of claims from their reports and can approve or reject them.
• HR admins (hr_manager / company_admin) build and run reimbursement batches and manage expense categories.
• Plan:the Expenses module must be enabled on your plan — if it isn't, the menu item is hidden. See pricing.

1. Open Expenses in the sidebar and click New expense.
2. Fill in the claim — amount, category, merchant, date and an optional description — and save it as a draft.
3. On the saved claim, attach your receipts. You can add more than one. If the category is set to receipt required, you'll be warned until you attach one.
4. Submitthe claim. It moves to your approver's inbox, and you can track it from submitted through to reimbursed.

1. Open Expenses → Approvals to see claims awaiting your decision.
2. Open a claim to check the amount, category, merchant and receipts.
3. Approve or reject it. You can add decision notes — useful when sending a claim back.

1. Open Expenses → Batches (HR admins only).
2. Build a batch from approved-but-unpaid claims, then run it. Reimbursed claims show their batch reference, so each payment is traceable back to a claim.

Under Settings → Expense categories, an HR admin sets up the categories employees pick from. Each category can carry rules — whether a receipt is required, a maximum amount cap, a GL codefor your books, and whether it's active. There's a restore defaults option to seed a standard set.

For spend that needs sign-off before it happens, use Travel pre-approvals. An employee requests budget for a trip before booking; a manager or HR approves it. It has the same two-tab shape as expenses — your own requests under Mine, and (for approvers) requests awaiting you under Approvals.

• Attach receipts before submitting — a category marked receipt required will keep flagging the claim until you do.
• Use decision notes when you reject a claim, so the employee knows exactly what to fix and resubmit.
• Reimburse in batchesrather than one-off transfers — it's faster and keeps every payment tied to its claim.
• For known trips, raise a travel pre-approval first so the budget is agreed before anyone books.

• Expense management for India — what the module covers.
• Books, GST/TDS, period locks & reports — where category GL codes land in your books.
• Run your first payroll — the other money your team is owed each month.