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Expense Claim Workflow

Last Updated: 2022/05/04
  • Go to the left-hand menu and click on ‘Tasks’.
  • The drop-down menu will display ‘Create New Task’ and ‘Tasks’. Select ‘Create New Tasks’.
  • This will take you to a New Task page. Select a client from the ‘Select Client’ drop-down box and Client Staff from the ‘Select Client Staff’ who are making the Expense Claim.
  • Select ‘Create Task’.
  • This will take you to the New Task for (Client Staff) page. Select ‘Expense Claim’ from the ‘Select Task’ drop-down menu and click the ‘Add Task’ button.
  • This will display a box for you to fill in the name of the Employee who is making the claim. Click the ‘Save’ button once you fill this out.
  • This will take you to a page informing you that your task has been created successfully. This will update the workflow status to ‘Expense Claim Form’. Then click the ‘View Task’ button at the bottom right of the page.
  • This will take you to the Task page. On the left-hand side of the page, there will be an expense claim form you can fill out. You are allowed up to 5 different entries/claims. Fill out the necessary information as prompted by the fields. Click the ‘Save’ button once finished.
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  • Below the expense claim form is a blue ‘Assign Manager’ button. Click on this. A pop-up window will appear for you to choose a User to manage the Expense Claim. Then click the ‘Assign’ button. This will update the status of the workflow to ‘Manager Approval’.
expense claim 2.
  • Once the manager has reviewed the expense claim form, they need to return to the Task page. If they approve the claim, the Employee and Manager can provide their signatures in the fields provided and click the ‘Save’ button and then the green ‘Expenses Approved’ button. This will update the status of the workflow to ‘Approved/Awaiting Payment’.
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  • If the manager has any issues with the claim they can submit these in the query box provided and click the red ‘Query Expenses’ button. This will update the workflow status to ‘Query’. Once the query has been answered or resolved, return back to the task page and give feedback regarding the query in the box provided, then click the green ‘Give Feedback’ button. This will update the status of the workflow back to ‘Manager Approval’, from here you can approve the expenses, submit another query if you have one, or decline the expenses.
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  • If the manager wishes to deny the claim request, they can submit the reason in the declining expense box and click the red ‘Decline Expenses’ button. This will update the workflow status to ‘Expenses Claim Denied’.
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  • Once the Employee has received the payment, the manager will need to return to the Task page and click on the green ‘Payment Received’ button. This will update the status of the workflow to ‘Payment Received’. The Task is now completed.
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  • If there is an issue with the payment, the manager can log the details of this below the ‘Payment Received’ button and click on the red ‘Issue’ button to submit the problem. This will update the workflow status to ‘Query’.
expense claim 7..
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