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Expense claims

My Expenses (/portal/expenses) is where you ask to be reimbursed for money you spent on the company's behalf — travel, meals, software, training, and so on. Each claim goes through a two-step review: your reporting manager first, then HR/Finance. Once HR gives final approval, the amount is added to your next payroll automatically as a reimbursement.

Submitting a claim​

Select New Claim and:

  1. Give the claim a Title (for example, "Karachi client trip — May 2026") and an optional Description.
  2. Add one or more line items. Each line item has a Category, the Date the expense happened, an Amount (in your workspace currency), an optional Description, and an optional Receipt — select Upload receipt to attach an image or PDF.
  3. Use Add line for each additional expense. The running Total updates automatically as you type.
  4. Finish in one of two ways:
    • Save draft keeps the claim private and editable so you can come back to it.
    • Submit for approval sends it to your reporting manager (status becomes Awaiting Manager).
tip

Attach a receipt to every line item where you can. Reviewers open receipts directly from the claim, which makes approval faster.

Editing, tracking, and cancelling​

  • A claim can only be edited while it is a Draft. Once submitted it is locked from editing.
  • You can Cancel a claim while it is a Draft, Awaiting Manager, or Awaiting HR. You cannot cancel a claim that has already been approved or paid.
  • Open any claim to see its line items, receipts, status, and — once approved — which payroll month it will be reimbursed in ("Will be reimbursed in your … payroll"). Once that payroll run is locked, the claim shows as Paid.
  • If a claim is rejected, the reviewer's reason is shown on it.

Approving your team's claims (managers)​

If you have the manager permission, Team Expenses (/portal/team-expenses) shows claims your direct reports have submitted that are waiting on you (status Awaiting Manager). For each claim you can expand View items to see the line items, amounts, and receipts, then Approve to pass it up to HR/Finance or Reject with a reason (the reason is shown to the employee). Once you decide, the claim leaves your queue.