# Claims

Claims allow you to bundle business expenses into professional expense reports for reimbursement from employers or clients.

# What is a Claim?

A claim is a formal request for reimbursement that includes:

• Selected business transactions
• Supporting receipts/documentation
• Summary totals by category
• Professional PDF format

# Creating a New Claim

# Step 1: Start a New Claim

1. Go to Business > Claims from the sidebar
2. Click New Claim
3. Enter a title (e.g., "December 2024 Expenses")

# Step 2: Select Transactions

Choose which transactions to include:

• Browse available business transactions
• Use filters to find specific items
• Check boxes to select
• See running total as you add

# Step 3: Add Details

Fill in claim information:

Field	Description
Title	Descriptive name for the claim
Description	Additional notes or context
Date Range	Period covered
Category	Project or department (optional)
Claimant	Your name (auto-filled)

# Step 4: Review Summary

Before generating, review:

• Total amount
• Number of items
• Category breakdown
• Any missing receipts

# Step 5: Generate PDF

Click Generate PDF to create your claim document.

# Claim PDF Format

The generated PDF includes:

# Header

• Your company/name
• Claim title and date
• Claim reference number

# Transaction Table

• Date of each transaction
• Merchant/description
• Category
• Amount

# Summary

• Total by category
• Grand total
• Currency

# Attachments

• Receipt images (optional)
• Supporting documents

# Managing Claims

# Claim Status

Track your claims through these stages:

Status	Description
Draft	Still editing, not yet submitted
Pending	Submitted, awaiting manager approval
Pending Finance	Awaiting finance approval (high-value claims)
Approved	Claim accepted, awaiting payment
Paid	Reimbursement completed
Rejected	Claim denied with reason
Cancelled	Claim withdrawn by employee

# Approval Workflow

Claims follow an approval workflow based on your workspace settings.

# Single-Level Approval (Default)

1. Employee submits claim
2. Manager/Admin reviews and approves or rejects
3. Finance processes payment

# Multi-Level Approval

For claims above a threshold (e.g., RM1,000):

1. Employee submits claim
2. Level 1: Manager approves
3. Level 2: Finance approves (for high-value claims)
4. Payment is processed

# Who Can Approve

Only workspace Admins and Owners can approve claims. This prevents employees from approving their own claims.

# Approval Delegation

When an approver is unavailable (e.g., vacation), they can delegate approval to another admin.

# Email Notifications

The system sends automatic notifications:

Event	Recipient	Content
Claim Submitted	Approvers	New claim requiring review
Claim Approved	Employee	Approval confirmation
Claim Rejected	Employee	Rejection with reason
Claim Paid	Employee	Payment confirmation

# Spending Policies

Workspace admins can configure spending policies to enforce limits and rules.

# Policy Settings

Setting	Description
Max Claim Amount	Maximum per-transaction limit
Monthly Limit	Monthly spending cap per employee
Receipt Threshold	Amount above which receipt is required
Allowed Categories	Whitelist of expense categories

# Per Diem Rates

Configure daily allowances for travel:

Type	Example Rate
Breakfast	RM20
Lunch	RM30
Dinner	RM50
Accommodation	RM200
Mileage	RM0.60/km

# Policy Violations

When a claim violates policy:

• Warning is shown before submission
• Approver sees violation details
• Claim can still be submitted with justification
• Approver decides whether to approve despite violation

# Editing Claims

Draft claims can be freely edited:

• Add or remove transactions
• Update details
• Regenerate PDF

Submitted claims are locked but can be withdrawn to edit.

# Duplicating Claims

Create similar claims quickly:

1. Open an existing claim
2. Click Duplicate
3. Modify as needed

# Best Practices

# For Approval

1. Include all receipts — Attach receipts to each transaction
2. Use clear titles — Make it obvious what the claim covers
3. Categorize properly — Correct categories speed up approval
4. Add context — Include descriptions where helpful

# For Organization

1. Monthly claims — Submit regularly to avoid backlogs
2. Project-based — Separate claims by client/project
3. Keep copies — Download PDFs for your records

# Exporting Claims

Besides PDF, you can export claims as:

• CSV — Spreadsheet format
• JSON — For integrations
• Direct to Xero/QuickBooks — If integrated

# Common Questions

# Can I include personal expenses?

Claims are specifically for business expenses. Personal items won't appear in the transaction selector.

# What if I'm missing a receipt?

You can still include the transaction, but mark it as "Receipt missing" with an explanation.

# How do I handle foreign currency?

Transactions are shown in their original currency. The claim total converts to your base currency.