Expense

Modernize Your Reimbursement Process — Fast, Transparent & Effortless

Expense Works is your all-in-one digital platform for submitting, approving, and processing reimbursement claims—fully integrated into SharePoint and Outlook.

Say goodbye to spreadsheets, manual approvals, and confusing email threads.

From claim submission to final payment, every step is streamlined, tracked, and audit-ready.

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Focus on Workflow Efficiency (Best for Operations)

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100% Digital

Ditch the paperwork. Automate claim submissions, approvals, and processing—all inside your SharePoint ecosystem

FAST

Faster Approvals, Happier Teams

Role-based workflows, smart validations, and instant notifications ensure claims move quickly with full transparency.

Key App Features

Transform the way your organization manages reimbursements.

Expense Works centralizes every claim, approval, and payment step in one modern, intuitive interface.

Employees can submit claims in minutes; managers and finance teams gain instant visibility through structured data, role-based routing, and real-time reporting.

With Excel exports and flexible configurations, you’ll always have clarity over company spend.

Submit Claims in Just a Few Clicks

Employees can log expenses quickly by choosing an expense type, adding bill details, and uploading receipts. Smart validation ensures no information is missed, and drafts can be saved for later.

Track Every Claim with Total Clarity

View all your claims—Draft, Pending, Clarification Requested, Rejected, Processed, or All—organized beautifully. Drill into details, view approval history, respond to clarifications, or resubmit with ease.

Approve with Confidence

Managers, HR, Finance, and Admin reviewers can examine claims, verify attached bills, and take action: Approve, Reject, or Request Clarification. Every decision is stored in Approval History for future reference.

Process Payments Seamlessly

Finance teams can see all claims awaiting payment, filter them by Claim Number/Requester Name/Expense Type, export reports, and mark claims as paid—all in one place.

Configure, Control & Launch Expense Works Your Way

Configure, control, and launch with ease. Expense Works lets you manage master data, policies, roles, and approvals through flexible settings—without code. With role-based access and fast SharePoint deployment, your reimbursement process is ready in minutes.

Application Overview

Experience a seamless expense workflow fully integrated into your existing Microsoft 365 environment.

Your Central Hub for All Expense Activities

The Home screen gives every user a clear starting point. Whether you’re submitting a new claim, reviewing its status, or approving requests, everything begins here. Quick-access buttons guide users to the most relevant features based on their role, ensuring a fast and intuitive experience.

New Claim

Redirects the tab to New Claim where user can start a reimbursement request instantly

Approvals (Role-Based)

Managers, HR, Finance, or Admins can jump straight into pending approvals

My Requests

Track all your submitted claims with full transparency

Role-Aware Navigation

Home adapts based on whether the user is an Associate, Manager, HR, Finance, or Administrator

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Submit Reimbursement Claims in Minutes

Create claims quickly using a guided form that captures all essential details — from claim type and bill numbers, GST details, and attachments. Save as draft or submit instantly based on your readiness

Claim Type Selection

General, Travel, Conveyance, etc.

Smart Validation

Required fields ensure accurate submissions

Attach Bills

Upload supporting receipts and documentation

Add Multiple Expense Items

Description, Bill Date, Amount, Bill No., GST IN, Upload PDF or image

Save as Draft / Submit

Flexibility to edit before final submission

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Track All Your Claims in One Organized View

Never lose track of your reimbursement journey. View every claim you’ve created — Draft, Pending Approval, Clarification Requested, Rejected, or Processed. Filter and search your data effortlessly, ensuring total clarity from submission to settlement.

Global Search

Instantly search across Claim Number, Period, Type, Amount, and more.

Sortable Columns

Click any column to sort and refine your view.

Clarification Handling

Respond to clarifications and resubmit with ease.

Advanced Filters

Filter by Status, Claim Period, Reimbursement Type, Amount, or Date.

Full Claim Details

View the claim’s approval history, comments, and attached bills.

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Review, Approve, and Take Action with Confidence

Approvers (Manager, HR, Admin and Finance) see all claims waiting for their review in one place. Examine line items, verify bills, view comments, and take quick actions — Approve, Reject, or Request Clarification.

Role-Based View

Managers, HR, Finance, and Admin see only what they need to review.

Action Controls

Approve, Reject, or Request Clarification.

Audit Logging

Every decision is recorded for compliance.

Detailed Review Panel

Review expense details, attachments, and the approval history.

Search & Sort

Find claims by type, employee, amount, or date.

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Finalize and Record Payments Seamlessly

Once approved, claims move to the Finance team for payment processing. Filter, export, and mark claims as paid — ensuring a smooth end-to-end reimbursement cycle.

Finance-Only Access

Restricted to finance roles.

Excel Export

Generate payment processing reports instantly.

Full Visibility

View amount, claim type, employee, and approval data.

Advanced Filters

Search by Claim Number, Employee ID, Claim Type.

Mark as Paid

Update claim status once completed.

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Manage Your Entire Expense Ecosystem from One Place

The Administration module serves as the central control hub for Expense Works. From organizational structure and financial mappings to approval workflows and communication templates, administrators can manage all master data and system configurations through a unified, panel-based interface—ensuring accuracy, consistency, and policy compliance across the entire reimbursement lifecycle.

Organization & Structure

Locations: Add and maintain workspace locations to support region-based workflows.
Departments: Manage department records linked to associates, approvals, and reporting.
Teams: Define team structures that integrate directly with associates and workflows.
Associates: Maintain employee profiles, map departments, teams, and roles, and manage role assignments.

Financial & Project Mapping

Cost Centers: Define and manage financial allocation points used in reimbursement processing.
Projects: Create and maintain projects that can be selected during claim creation or editing.

Expense Configuration

Categories: Organize expense categories for consistent classification and reporting.
Merchants: Maintain vendor and merchant information for accurate data entry and audits.
Expense Types: Define and customize reimbursable expense types to match company policies.

Workflow & Communication

Approval Flows: Build flexible, multi-level approval workflows involving Managers, HR, Finance, and Admin roles.
Email Templates: Edit automated notification emails used throughout the claim lifecycle for clear, consistent communication.

System Settings & Controls

General Settings: Configure claim periods, financial year start, default currency, allowed attachment formats, and claim ID prefixes.
Roles & Permissions: Assign HR, Finance, Manager, and Admin privileges to control access and responsibilities.
Page / UI Controls: Show or hide SharePoint elements such as O365 navigation, hub navigation, comments, and page titles.
Save or Reset: Apply changes instantly or revert to previously saved configurations with a single click.

Unified administration experience with side-panel editing

Add, edit, search, and manage records effortlessly

Clean, structured data stored securely in SharePoint

Designed for scalability, governance, and audit readiness

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Add Custom Links and Labels — Just Like SharePoint Navigation.

Give your Expense Works app a personalized touch. Site Owners can add custom navigation links or labels to guide users to policies, HR portals, travel guidelines, or other internal resources.

Add custom navigation links

Drag and reorder for perfect structure

Restricted to Site Owners for governance

Add non-clickable labels to group links

Edit or delete items anytime

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Configure Your Expense Workflow Your Way

100% native to SharePoint, Expense Works gives you complete control over how your reimbursement process operates.

Use the Admin Settings panel to configure financial year settings, claim period rules, default currency, attachment policies, and role permissions—all without writing a single line of code.

From managing approval flows and organizational master data to bulk-updating categories, merchants, and expense types, Expense Works adapts effortlessly to your policies, structure, and workflow.

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