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Claiming an expense

You spent your own money for the society. Here is how you claim it back.

Filing the claim

Start on the Claims page. Say the amount, the date, what it was for, the vendor and its category. A mileage claim says the drive instead: the date, the purpose, where from and to and the distance.

The app prices it from the rate the society has recorded. It shows the arithmetic on the claim.

The receipt

Attach the receipt on the claim’s page: a photo or a PDF, up to 10 MB. A claim with several receipts carries them all.

A flat amount with no receipt behind it is not a reimbursement, and the claim says so before it can stand as one.

Who decides

A claim waits on the people the society’s routing settings name — whoever holds the Approver role, by default. The approver’s own claims wait on the counterweight the settings name — a person with Full books access, by default.

A claim that waits too long also appears in the escalation inbox. An inbox is guidance, not a lock: anyone who can decide a claim can decide any claim but their own.

Watching it in Owed to you

Your claim stands in your Owed to you from the moment it is filed. It reads waiting for approval, with the person it waits on named.

Approval makes it approved and owed. Paying it is the Pay money flow, and a part payment leaves the rest owed, in plain view. A turned-down claim stands with its reason.

Your own assistant can file

A person with a login can give their own assistant a token of their own, from Your login. The assistant files the claim through the API, with the receipt photo attached. It files for its own person and no one else.

Filing is not posting: the claim waits for a director who is not the claimant, just like one filed on these screens.