Expense in Biznsbook: An Overview
Expense tracks company spend from the first receipt through approval and payment. Employees submit claims, managers approve them, finance pays or reimburses, and — when Accounting is set up — journals post to the right accounts.
What you can do
- Record expenses with categories, tax, vendors, and attachments
- Run multi-stage approvals, with optional escalation and temporary hand-off to another approver
- Track budgets by category and department
- Manage employee advances from request through settlement
- Set up recurring expense templates that create new claims on a schedule
- Post approved costs to Accounting, optionally as soon as approval finishes
- Scan receipts with built-in OCR (via the expense APIs)
- Optionally link expenses to HR, projects, manufacturing, inventory, or cost centers
The module appears in the main menu as Expenses — separate from Accounting, though the two connect when you post journals.
Before you start
| You'll need | Why |
|---|---|
| Expense Management module enabled | Shows the Expenses menu |
| Company admin, View Finance, or View Reports | Opens the Expenses menu |
| Company admin, View Finance, or Company Management | Opens Pending Approvals |
| Company admin or Manage Company Settings | Opens Settings |
| Accounting (recommended) | Journals when expenses are approved or paid |
| Communication Center (optional) | Approval and escalation emails |
| HRMS (optional) | Employee and department on expenses and advances |
Finding your way around
| Menu item | Purpose |
|---|---|
| Dashboard | Month totals, pending approvals, drafts, and advance balances |
| All Expenses | List, create, edit, and download expense PDFs |
| Pending Approvals | Queue for managers and finance |
| Advance Requests | Request and track cash given to employees |
| Outstanding Balances | Unsettled advances per employee |
| Expense Reports | Summary and advance report hub |
| Categories | Expense types and GL mapping |
| Budgets | Budget vs. actual by period |
| Recurring Expenses | Templates that generate new expenses |
| Settings | Default accounts, vendors, and approval workflow |
How an expense moves
Draft → Submitted / Under Review → Approved → Paid
↘ (no workflow needed) → Approved immediately
↘ Rejected → edit and resubmit
↘ Cancelled
| Status | Meaning |
|---|---|
| Draft | Saved, not yet in approval |
| Submitted / Under Review | Waiting on an approver |
| Approved | Ready for payment and accounting |
| Rejected | Returned with a reason |
| Paid | Payment recorded |
| Cancelled | Voided |
:::info Expense roles Your administrator assigns roles such as ExpenseEmployee, ExpenseManager, ExpenseFinance, ExpenseAdmin, and ExpenseHR. Ask them which role matches your job — that controls what you can create, approve, or disburse. :::