Expense Management Module
One expense line where the receipt leaves your pocket and lands in accounting.
Expense Management brings staff expense requests, advances and spend approvals into one flow. Policy and limit checks run at the moment of request; the approved expense flows into recharge and accounting. With mobile receipt upload and multi-level approval, the process leaves paper behind.
Expense claims, advances and spend approval flow.
Overview
What it does
One digital flow instead of paper receipts, spreadsheet forms and “was this expense approved?” traffic. Expense Management unifies the request, advance, approval and posting on the same data. A receipt uploaded on mobile passes the policy check, moves through the approval flow and, once approved, flows consistently into accounting and payroll.
Scope
Sub-categories of Expense Management
Each sub-category manages a part of this process — all on the same data.
Expense Requests
Staff enter expenses with their receipts from mobile and track their status.
Advance Management
Track advances given, offset them against spending and see the balance.
Spend Approval Flow
Route the expense through manager and accounting approvals in multiple levels.
Policy & Limit Control
Check the expense policy and limits automatically at the moment of request.
Recharge & Posting
Recharge the approved expense to the relevant project/cost center and post it to accounting.
Roles
Who is it for?
The same data, a different view for each role.
Employee
Enter the expense with its receipt from mobile, track your advance and request status.
Manager (Approver)
See your team’s expenses alongside the policy, approve or reject them.
Accounting
Recharge the approved expense, post it and prepare it for payment.
Connection
How a receipt becomes an accounting entry
Expense Management is not an isolated request form. Once the receipt passes approval, it flows into accounting and payment through defined links.
Request / Receipt
The expense is entered with its receipt.
Approval
Passes multi-level approval.
Posting
Written into the accounting entry.
Payment / Recharge
Paid or recharged.
Capabilities
Key features
Expense Management with Sonia AI
Describe it, Sonia prepares it.
Ask your expense questions in natural language; Sonia analyzes requests, advances and approval statuses, prepares the summary and brings it for your approval — the final decision is always yours.
Frequently Asked Questions
How is a receipt uploaded from mobile?
While entering the expense line, the employee can attach a photo of the receipt from mobile; the document is stored bound to the request and appears together in the approval and accounting steps.
What happens when the policy limit is exceeded?
The policy and limit check runs at the moment of request; an overage is flagged with an alert and made visible to the relevant level in the approval flow. The final decision rests with the approving user.
How is an approved expense transferred to accounting and payroll?
An approved expense is recharged to the relevant cost center and written into the accounting entry; amounts payable to staff can be transferred consistently through the payroll integration.
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