Submit and Approve Expenses
An expense claim starts as a draft, moves through approval when needed, then becomes ready for payment and accounting.
Create an expense
- Go to Expenses → All Expenses → New.
- Enter the date, category, amount, and currency. Add an exchange rate if the currency isn't your company default.
- Optionally pick a vendor, tax amount, description, and payment method (cash, bank, credit card, cheque, or online).
- Mark reimbursable if the employee paid personally and needs payback from the company.
- Attach receipts if your category requires them.
- Save — status is Draft, and Biznsbook assigns a number such
as
EXP-2026-0001.
You can download a PDF pack from the expense detail page at any time, and duplicate an existing expense when you need a similar claim.
Submit for approval
From the draft, submit the expense:
- If the category does not require approval, or no matching workflow stages apply, it may become Approved immediately.
- Budget checks may warn when you are near or over budget. Submit is blocked when you are over budget and the category has a maximum amount set.
Approve or reject
- Open Expenses → Pending Approvals, or open the expense itself.
- Choose Approve or Reject. Rejection needs a reason.
- Approve and reject buttons appear only when you are the current approver for that expense — including when you are acting under a temporary delegation.
- Multi-stage rules live under Expenses → Settings → Approval Workflow (amount thresholds, categories, and escalation timing).
From the pending queue, you return to the queue after acting. From expense detail, you stay on that expense.
Overdue approvals can escalate on a schedule your administrator configures (often weekly). Ask them if escalations aren't happening.
Pay an approved expense
After Approved, finance records payment — company-paid or employee reimbursement — against the expense. When categories have GL accounts and Settings default accounts are configured, Biznsbook posts balanced journals to Accounting.
If Auto-Post on Approval is turned on in Settings (the usual default), a journal can post as soon as final approval completes.
:::tip Reimbursable vs. company paid Reimbursable means the employee paid out of pocket and the company owes them. Company paid means the company already paid from cash or bank. Pick the right type so the journal hits employee payable versus cash/bank. :::