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Expenses

Claim and approve expenses

Submit an expense report with VAT and receipts, then approve or reject it so it posts to the books.

All Expenses guides

Updated 5 October 2026

Open the Expenses app. A report moves from Draft to Submitted, then Approved or Rejected.

Submit a report

  1. Select New Report and fill in Report Title, the Employee and the report's Currency.
  2. Under Line Items, select Add Item for each expense and enter the Description, Category, Amount and Date.
  3. If your company has VAT codes, choose a VAT code for the item. The amount is the total you paid, VAT included. VAT included in amount shows the VAT; select Use suggested VAT to take the figure Books calculated at that code's rate on the item's date. A code that carries no reclaimable VAT leaves the VAT field disabled, and the whole amount is the expense.
  4. Select Create, then choose Submit on the report.
  5. To attach receipts, open the saved report and add them in its Documents panel.

A draft can be edited until you submit it. A UK company that is VAT-registered must give every item a code before the report can be approved. Use OUTSIDE for items outside the scope of VAT. Without VAT codes, items are recorded without VAT.

Approve or reject

The approver opens a submitted report and chooses Approve or Reject. A reject asks for a reason. Nobody can approve or reject a report they requested themselves, and approval follows your workspace's approval policy.

Approving posts to the books in one step: the expense, any recoverable input VAT by code, and the amount owed back to the employee. If the books refuse the posting, for example in a closed period, the approval does not go through. Approval is for owners, admins and any role your policy names.

If a report is rejected

A rejected report stays Rejected and nothing has posted. Create a new report with the corrections and submit that.