My Expenses — Complete Help Center Article (Employee + Approver) #

This article covers:

1. How employees submit expenses (with receipts)
2. How approvals work (based on your company’s configured approval flow)
3. How approvers accept/reject requests
4. Field-by-field guidance based on the UI you shared

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What “My Expenses” is for #

My Expenses is where employees submit expense claims (usually reimbursable expenses) and track their status until they are approved and paid.

Typical lifecycle:

1. Employee creates an expense and attaches the receipt.
2. Expense enters the approval process configured by the company in Settings.
3. Approvers review and approve or reject.
4. After approval, finance/admin marks it as Paid (or it is paid through your internal process).

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Who can do what #

Employee #

• Create and submit expenses
• Attach receipts
• Track status (Draft → In approval → Approved/Rejected → Paid)
• Open and view expense details

Approver / Expense manager #

• See expenses waiting for approval
• Open expense details + receipt
• Approve or reject (based on the workflow)

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Where to find it #

• Go to My Expenses
• You will see a list with columns like:
  • Vendor name
  • Document date
  • Amount
  • Category
  • Status (example shown: Paid)
• Click + Add Expense to create a new one.

Recommended screenshots

• My Expenses list view (with + Add Expense)
• Expense details form modal
• Expense details (read-only) modal

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Employee: Submit a new expense (step-by-step) #

Step 1 — Start a new expense #

1. Open My Expenses
2. Click + Add Expense

Step 2 — Fill in the expense details #

In the Expense details form, fields marked with * are required (example: Category, Vendor name, currency, total amount, document date, tax amount).

Common fields

• Category*: Choose the expense type (e.g., travel, office, etc.).
• Vendor name*: Who you paid (store/company name).
• Vendor TIN: Vendor tax ID (if applicable).
• Document number: Receipt/invoice number (recommended for accounting).
• Document currency*: Currency used on the receipt (example shown: Iranian Rial).
• Document Total Amount*: Total amount from the receipt.
• Document date*: Date on the receipt/invoice.
• Document type: Receipt, invoice, etc. (depends on your options).
• Payment: Example shown: reimbursable type (depends on your configuration).
• Payment method: Example shown: Debit card (how you paid).
• Tax amount*: Tax/VAT amount (if applicable).
• Internal Reference: Optional internal tracking code.
• Description: Explain what the expense was for and who/what it relates to.

Step 3 — Attach the receipt (required by policy) #

Attach the receipt image/PDF before submitting (company policy usually requires this).

Best practice for receipts:

• Upload a clear photo or PDF (all details readable)
• Ensure vendor name, date, and total amount match the form

Step 4 — Choose Draft vs Save #

At the bottom you have:

• Draft: Saves the expense without submitting it to approvals (use when information/receipt is missing).
• Save: Submits the expense into the approval workflow.

Result

• After you click Save, the expense moves into the configured approval process.

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Employee: View an expense and its details #

1. Open My Expenses
2. Click an expense row to open Expense details

In the details modal, you’ll see a summary like:

• Category, vendor, currency, total amount, date
• Payment type + payment method
• Reimbursable currency + reimbursable amount (if applicable)
• Tax amount

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Approver: Review and approve/reject expenses #

Approvers will have access to the expenses that are “in approval.”

Step-by-step (generic flow) #

1. Open the Expenses approval area (where your “in approval” requests appear).
2. Open an expense request.
3. Review:
   • Amount, currency, date, vendor
   • Receipt/attachment
   • Category, payment type, tax, internal reference
4. Choose:
   • Approve to move it to the next step (or final approval)
   • Reject to send it back / stop the request (depending on your workflow)

Important

• Who can approve and how many approval steps exist depends on the Approval Process configured in Settings.

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Statuses (what they usually mean) #

Your UI shows at least Paid. In practice, you should document these common states:

• Draft: Saved but not submitted
• In approval / Pending approval: Waiting on one or more approvers
• Approved: Fully approved (ready for payment)
• Rejected: Needs correction or has been denied
• Paid: Payment completed

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Best practices (recommended) #

• Always fill Document number if it exists on the receipt (helps accounting).
• Use Description for business purpose (e.g., “Client meeting lunch – Project X”).
• Keep Category consistent with finance rules.
• Don’t combine unrelated expenses into one request.
• Upload receipts that clearly show: vendor, date, total amount