Expenses
The Expenses module lets employees submit expense claims, attach receipts, and route them through an approval workflow. Managers and finance staff can review, approve, and process payments – all within DocView Web.
Creating an Expense
- Navigate to Expenses in the left sidebar and click Add.
- Fill in the expense details: Category (e.g. Travel, Meals, Accommodation), Client, Expense Date, Amount, Currency, and Description.
- If the expense involves mileage, select the Mileage Rate and enter the distance. The system calculates the reimbursable amount automatically.
- Optionally add Attendees (for meeting or entertainment expenses).
- Upload a receipt or supporting document.
- Click Save to store the expense on your claim.
Expense Claims
Individual expenses are grouped into Claims. A claim has a title, date, and total amount (summed from its expenses). Once all expenses for a period have been added:
- Select the claim and click Submit.
- The claim is routed to the First Approver (manager) for review.
- If a second level of approval is required, it moves to the Second Approver.
- After final approval, the claim is sent to the Account Person (finance/HR) for payment.
Claim Statuses
| Status | Description |
|---|---|
| Open | Draft – expenses can still be added or edited. |
| Submitted | Sent for approval – locked from further editing. |
| Approved | All approval levels passed; awaiting payment processing. |
| Partially Approved | First approver accepted; waiting for second approval level. |
| Paid | Payment processed by the accounts team. |
| Rejected | Declined by an approver. Reason is recorded and the submitter is notified. |
Editing and Deleting Expenses
You can edit or delete individual expenses only while the parent claim is in Open status. Once a claim is submitted, its expenses are locked. If a claim is rejected, it returns to Open status and can be revised.
Expense Summary
The Expenses landing page shows summary totals for each status category (Open, Submitted, Approved, Paid, Rejected, Partially Approved), giving you a quick overview of your claims at a glance.
TIP
Always attach receipt images or PDFs to your expenses before submitting the claim. Missing receipts are the most common reason for claim rejection.