Expenses
Expense management software with limits, approvals and mileage
Each claim line can carry its own receipt, claims are checked against your spending limits when they are saved, and approving or paying out a claim needs a second person. Claims approved one by one post to the ledger at once, so expenses do not wait for month-end.
Expense claims are included in every Finance Hero package.
01How it works
From receipt to reimbursement
Claims
Receipts attached line by line
Each claim lists its items with category and amount, and every line can take its own receipt, virus-scanned on upload. Claims are numbered automatically and belong to an active employee from HR Hero who has an Office Hero login.
- Totals for open, approved and reimbursed claims above the list
- Filter claims by status in one click
Approval
Approval and payout by a second person
A single claim is approved or rejected by someone other than the person who filed it, and nobody can pay out a claim they filed, whatever their role. Approval books the expense against what the company owes the employee, and reimbursement records the payment method and reference and clears that amount against cash.
Spending limits
Limits per category, checked when a claim is saved
Set a maximum per claim, a maximum per month and a receipt threshold for each expense category, in the currency you choose. A claim cannot be saved while a line is above the maximum per claim, takes the month above the monthly maximum, or is above the threshold without a receipt. Lines in another currency are not checked.
Mileage
Mileage claims at the rate in force on the day
Enter each trip leg with origin, destination, kilometres and vehicle category, and tick round trip to double the distance. Finance Hero applies the per-kilometre rate valid on the trip date and adds the total to a draft claim.
- Rates per vehicle category, each with an effective-from date
- A leg without a rate is flagged, and the claim is saved only when every leg has a rate
Trip reports
One decision for a whole trip
Bundle a trip's draft claims into one expense report with its purpose, cost centre and period. Approving or rejecting the report applies the decision to every claim in it and needs someone other than the person who created the report. Claims approved this way post to the ledger when they are reimbursed.
- Deleting a draft report unlinks its claims and keeps them
02Also included
More for expense claims
Delegates
Let an assistant file claims for an employee. The employee approves the grant, which can carry a per-claim cap, active dates and allowed categories, and can be revoked at any time.
Per-diem rates
Set daily lodging, meals and incidentals rates per region, with a percentage for partial days, and preview a trip's allowance day by day.
The preview does not create a claim: add the allowance to a claim yourself.
Your own categories
Add the company's own expense categories next to the built-in ones, which stay locked.
In your reports
Claims approved one by one post to the ledger at once, so the profit and loss and the other standard reports include them right away.
Against the budget
Claims approved one by one post to their expense accounts at once, so budget vs actual shows that spending without waiting for month-end.
Audit trail
Decisions on a single claim, and every reimbursement, are logged with who made them and when. A trip report keeps who approved or rejected it and when.
Export to CSV
Select claims in the list and export them to CSV for your own analysis.
Claims on your phone
Office Hero Manager brings expense claims to iOS and Android. It is in testing and coming soon to the App Store and Google Play.
Coming soon
03Step by step
How a claim moves
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Step 1 File
The employee, an approved delegate or the finance team enters the claim with its receipts. Spending limits are checked when the claim is saved.
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Step 2 Submit
The claim is submitted for approval.
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Step 3 Approve
Someone other than the filer approves or rejects it.
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Step 4 Reimburse
Record the payment method and reference, and the books are updated.
04FAQ
Questions about expense claims
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Who can approve expense claims?
People whose role allows approval. Finance Hero refuses an approval, rejection or reimbursement of a single claim by the person who filed it, whatever their role. It also refuses a decision on a trip report by the person who created the report.
Can someone file claims for a colleague?
Yes. An employee can name a delegate, such as an assistant, and approve the grant, which can carry a per-claim cap, active dates and allowed categories. The finance team can also file claims for others if their role allows it.
What happens when a claim breaks a spending limit?
The claim cannot be saved until it is corrected. A line above the maximum per claim for its category, a line that takes the month above the monthly maximum, or a line above the receipt threshold without a receipt all stop it. Only lines in the policy's currency are checked.
How is a mileage claim calculated?
The kilometres of each leg, doubled for a round trip, are multiplied by the per-kilometre rate for the vehicle category that was valid on the trip date. The total is added to a draft claim.
Does Finance Hero calculate per diems?
It previews them: set daily lodging, meals and incidentals rates per region and see a trip's allowance day by day, including partial days. The preview does not create the claim, so you add the allowance yourself.
How do expense claims reach the books?
Approval posts the expense against what the company owes the employee, and reimbursement clears that amount against cash. Both journals are created for you; for claims approved in a trip report, both are posted at reimbursement.
Who can a claim be filed for?
For any active employee in HR Hero who has an Office Hero login. The picker shows each person's name, employee number, position and department.
See expense claims in Finance Hero
Book a demo and we will walk you through claims, spending limits, approvals and mileage.