Before you start
Put the right records and roles in place.
Each employee needs an Employee record whose Username matches their login; that is what limits the Personal workspace to their own claims. Put the approver in the Approver group and the person who pays out in the Payer group.
Documented sequence
From the first receipt to the reimbursement.
Each stage identifies the action, handoff, or record change that moves the work forward.
- 01
File the claim — Employee
Open My Expense Claims in the Personal workspace, enter the date and a description, and add a line per spend with its category, net amount and tax rate. VAT and totals calculate themselves; submit from the Inbox.
- 02
Approve or reject — Approver
The approver claims the task from the Approver group's Inbox, sees the number, employee and totals, and approves or rejects. Approval creates the reimbursement task.
- 03
Reimburse — Payer
The payer claims the Reimburse task, checks the total and payment method, and confirms the payout. The claim becomes REIMBURSED and the employee sees the final status.
Connected work
Carry the record into the next decision.
Related features and workflows reuse the same business records instead of asking teams to rebuild the context.
A rejected claim cannot be reworked; the employee files a corrected claim as a new document.
A starting point, not a fixed package
Match the claim to your expense policy.
Expense categories and payment methods are maintained in the settings. Additional approval levels, limits by category, or different fields can be scoped as a Custom adaptation when your policy needs them.
Try BusinessIntentsDecision-stage answers
Claim an expense FAQs
Can employees see other people's claims?
No. The Personal workspace lists and opens only claims that belong to the signed-in employee. Back-office users with access to the full Expense Claims page can see and correct everyone's claims.
How is VAT calculated?
Each line takes its VAT rate from the selected tax rate (20% by default). The line VAT and total are calculated from the net amount, and the claim header adds up all lines.
What happens when a claim is rejected?
It becomes REJECTED and the flow ends. There is no rework loop, so the employee files a corrected claim as a new document.
Can the back office file a claim for someone else?
Yes. From the full Expense Claims page in the People group, an office user picks the employee, and the claim follows the same approval and reimbursement steps.
Review the real workflow
Walk one real expense claim through BusinessIntents.
Use a real record or transaction to compare the documented flow with the way your team works today.