Quick answer
Open Expenses in the sidebar, click New claim, pick a category, enter the amount in rupees and the date you spent it, describe what it was for, and submit. It goes straight to your manager, an HR admin or finance, and you are notified when it is approved, rejected or reimbursed.
Filing a claim
Open Expenses
Click Expenses in the sidebar. The three tiles at the top show what you have awaiting approval, what is approved but not yet paid, and what has already been reimbursed to you.Click New claim
The form opens in a dialog.Choose a category
Travel, Meals, Accommodation, Supplies, Client entertainment, Training, Communication or Other.Enter the amount
In rupees, up to two decimal places — for example 1250 or 1250.50. The form shows you the exact amount it will claim before you submit.Set the date of the expense
The day you spent the money. It cannot be in the future, and it has to be within the last year.Describe it and submit
A description your approver can recognise saves a round of questions. Submit, and the claim is on its way.
What the statuses mean
- Awaiting approval — filed, sitting with your approver.
- Approved — signed off, waiting on finance to pay it.
- Rejected — declined, with the reason shown on the claim. This is final.
- Reimbursed — paid, with the payment reference finance recorded against it.
Who sees your claim
Your claims are yours. Colleagues cannot see them. The people who can are the person who approves for you — your manager, an HR admin, or finance — and nobody outside your organisation, ever.
Frequently asked questions
- Can I claim something I paid for last year?
- No. A claim has to be dated within the last year and cannot be dated in the future. If the expense is older than that, talk to finance — it needs to go through your usual out-of-cycle process instead.
- Can I attach a receipt?
- Not yet. Receipt attachments are the next thing we are adding to this module. For now, keep the receipt safe in case finance asks to see it before approving.
- What happens if my claim is rejected?
- You are told, with the reason your approver wrote. A rejected claim is final — it cannot later be approved or reimbursed. If the reason is something you can fix, file a fresh claim with the correction.
- Can I approve my own claim if I am a manager?
- No. Nobody can approve their own expense claim, whatever their role — not managers, not HR admins, not finance. Your own claim always goes to somebody else.
- When do I actually get paid?
- Approval and payment are two separate steps. Once finance has paid you, they record the payment reference against the claim and it shows as Reimbursed, so you can match it to your bank statement.
This guide also lives in the help centre at /help/expenses/how-to-claim-an-expense, which is its canonical home.