Claiming back money you spent for the company

My Claims is where you ask to be paid back for money you spent on the company’s behalf, and where you follow it until the money arrives. A claim is a title, a currency and one line per receipt. The strip at the top counts what is still open, what has been approved but not yet paid, and what has been paid this year.

1. Open My Claims and click New claim.
2. Give it a Title you will recognise later, such as the trip or the month it covers, and pick the Currency you want to be paid back in: MYR, SGD or USD.
3. If the spend was for a particular client, link it under Billable to. You can pick a project or an organisation you can already see. It is optional, and you can change it later.
4. Click Start claim. The claim opens as a Draft, which nobody else can see.

Lines

Click Add line for each thing you paid for. A line has a Category, the Date you spent it, the Merchant, an optional Description, and the Amount in the claim’s currency. The total at the bottom adds up as you go.

• The categories are Travel, Meals, Accommodation, Mileage, Client entertainment, Equipment, Software, Phone and internet, Medical, and Other.
• Mileage takes a distance in km instead of an amount. The line is priced for you at the company rate for the claim’s currency, and the form shows the figure while you type.
• If the receipt was in another currency, open Paid in another currency and write down the amount and the currency on the receipt, such as THB. The amount you claim is still the one in the claim’s currency.

One claim holds up to 30 lines, and you can have up to five claims in progress at once.

Receipts

Each line takes one receipt: a photo (JPEG, PNG or WebP) or a PDF, up to 10 MB. Click Attach on the line to pick a file. On a phone there is also a camera button that opens the camera straight away. iPhone photos are converted to JPEG before they are uploaded. Click a receipt’s thumbnail to see it full size, and use Replace or the cross to change it while the claim is still yours to edit.

Submitting

Click Submit once every line is in. The claim moves to Submitted, the approver is notified, and the lines are locked. If you change your mind before a decision, click Withdraw.

When a claim is submitted, a few checks run and any that apply are shown as Policy flags on the claim. They are there for the approver to see, and they never stop a claim going through:

• Receipt missing: a line over 50.00 in the claim’s currency has no receipt.
• Older than 90 days: a line is dated more than 90 days before the claim was submitted.
• Possible duplicate: another of your claims has a line with the same amount, date and merchant.
• High value: the claim totals more than 2,000.00 in its currency.

After you submit

The approver answers in one of three ways, and you get a notification and a push for each (held until office hours if you switched that on in Settings).

• Needs info means they have a question. It appears in the claim’s Activity, the claim becomes editable again, and a reply box opens underneath. Answer, change any lines that need it, and click Resubmit.
• Approved, awaiting payment means the claim has been accepted and is waiting for the payment to be made.
• Rejected means it will not be paid. Any note the approver left is shown on the claim.

Once the money has been sent the claim changes to Paid, with the date and the payment reference, so you can match it against your bank statement.

A draft you no longer need can be removed with Delete draft. A claim that has been submitted stays on the list as a record, whatever the answer was.