People (HR) · Module
Expenses & Travel
Photograph the receipt, get a policy check, get reimbursed
Expenses & Travel captures receipts, checks claims against policy with explanations, flags duplicates and captures GST input credit for review. Approved claims are reimbursed through Payroll or paid directly through Accounts.
What it does
Expenses & Travel is planned as an add-on that can also be bought standalone, on a thin shared core when Core HR is not subscribed.
Expense policies set category limits by grade and location, per diems by city tier, receipt thresholds, approval rules and submission deadlines. Employees capture receipts by mobile photo, web upload, email forward or, at GA, a WhatsApp photo. Receipt extraction reads vendor, date, amount, tax, GSTIN, invoice number and currency.
Items are grouped into expense reports linked to trips, with advance adjustment. Policy checks flag violations with the exact rule and the amount over the limit. Duplicate detection compares receipt hashes and vendor-date-amount similarity across employees. Mileage claims use rates per vehicle type, with map-based distance at GA, and per diems are calculated from trip dates and city tier.
Travel and advances
Travel requests need pre-approval with estimated cost, purpose and project or cost centre. Cash and travel advances are approved, settled against reports and recovered through payroll if needed. Expenses can be tagged to Projects and billable clients and passed to Billing for rebilling. Multi-currency receipts record the rate date and source.
Paying claims
Approved reimbursements go to Payroll as inputs with taxability per component, or are paid directly through an Accounts payment Action (R4). Company-paid expenses post to Accounts, and GST fields carry an input credit eligibility flag for review before handoff to the Tax Engine (verify ITC eligibility with your CA). Finance can audit random and risk-based samples before payment.
What is different
The submitter or any attendee on a claim can never approve it, enforced in both the Action Bus and the database. Policy violations are explained, not just blocked, so employees can fix claims themselves. Corporate card feeds and travel booking partners are planned integrations (verify partners). Expenses & Travel is planned for Year 2 PI-1, with GA in PI-2.
Features
What Expenses & Travel includes
Expense policies
Category limits by grade and location, per diems by city tier, receipt thresholds, approval rules and deadlines.
Receipt capture
Mobile photo, web upload, email-forwarded receipts and WhatsApp photo at GA.
Receipt extraction
Vendor, date, amount, tax, GSTIN, invoice number and currency extracted automatically.
Expense reports
Group items, link a trip, adjust advances, submit and approve.
Policy checks with explanations
Violations flagged with the rule and the amount over the limit.
Duplicate detection
Same receipt hash and vendor-date-amount similarity checked across employees.
GST fields and input credit capture
GSTIN format validation, tax components and an eligibility flag for review before handoff to the Tax Engine (verify with CA).
Mileage and per diem
Distance-based claims by vehicle type and automatic per diems from trip dates and city tier.
Travel requests and advances
Pre-approval with cost, purpose and cost centre; advances settled against reports or recovered via payroll.
Reimbursement via Payroll or Accounts
Approved claims as payroll inputs with taxability, or direct payment through an Accounts R4 Action.
Multi-currency and rebilling
Foreign receipts with rate date and source; tag expenses to projects and clients and pass to Billing.
Audit sampling and budget checks
Random and risk-based finance audit before payment, and department or project budget warnings on approval.
Corporate card feeds and travel booking
Card transactions matched to receipts and booking through travel partners (verify partners).
Workflow
Receipt to reimbursement
- 1
The employee photographs a receipt in the app or on WhatsApp.
- 2
Fields are extracted and policy and duplicate checks run.
- 3
The employee fixes any explained violations and submits the report.
- 4
An approver who is not the submitter or an attendee approves.
- 5
Finance audit sampling runs where configured.
- 6
The reimbursement goes to Payroll or is paid through Accounts; GST input credit is flagged for review.
Workflow
Trip with advance
- 1
A travel request is pre-approved with estimated cost.
- 2
A travel advance is approved.
- 3
Trip expenses and per diems are claimed against the trip.
- 4
The advance is settled against the report or recovered through payroll.
AI
AI skills and Digital Employees
Receipt extraction
Reads receipt fields including GSTIN and invoice number.
Expense auditing
Pre-checks policy, explains violations, flags duplicates and chases missing receipts.
Travel desk proposals (later)
Searches options against policy and proposes bookings for human approval.
Digital Employees that use this module
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Can Expenses be used without Core HR?
Yes. Expenses & Travel is planned to be sold standalone on a thin shared core. Reimbursement then runs through Accounts or your payroll.
Does it capture GST input credit?
It is designed to capture GST fields and flag input credit eligibility for review before handoff to the Tax Engine. Eligibility rules are verify items; confirm with your CA.
Can a manager approve a claim they attended?
No. The submitter, the beneficiary and any attendee on the claim are blocked from approving it.
When is Expenses & Travel planned?
MVP is planned for Year 2 Program Increment 1 and GA for Program Increment 2 (W3).
See Expenses & Travel in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.