Xpense

Expense claim management: receipts and policy checks

An employee files an expense claim from the app, the web or WhatsApp. The receipt is read automatically, the claim is checked against your policy, and it goes for approval.

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Xpense portal with demo data: the general expenses list with the report, amount and status of each expense
How a claim is filed

Four steps, from receipt to approval

  1. Capture

    Take a photo of the receipt in the app, or send it on WhatsApp.

  2. Read

    The receipt is read automatically, and a duplicate is flagged.

  3. Check

    On submission the claim is checked against your policy.

  4. Approve

    The approver gets the request, also on WhatsApp with a link.

Filing

From the app, the web or a WhatsApp chat

In the app the employee picks the category, enters the amount and attaches the receipt. On WhatsApp they type what they spent, or send a photo of the receipt and it is read for them.

The video shows an expense filed from a WhatsApp chat, with demo data.

An expense on WhatsApp Filing an expense and raising a trip by WhatsApp chat, and the approval request that arrives with a link. Shown with demo data.
Receipts

Receipts are read, duplicates are flagged

Receipts are read automatically using OCR. The employee looks over what was read, corrects anything that is wrong and submits.

Duplicate detection runs on receipts. When a receipt matches one that was already submitted, the claim is flagged.

Receipt reading
  • Still from an Xpense product video, with demo data: two matching receipts, the second marked as a possible duplicate
    A possible duplicate, flagged.
Policy

Checked against your policy on submission

You set up the expense policy in Xpense. Every claim is checked against it when it is submitted, before an approver sees it.

The check is rule-based. Mileage is not typed in as an amount: it is calculated from the route and the rate for the vehicle.

  • Sample expense policy with demo data: a limit per expense for each category
    A sample expense policy, shown with demo data.
Tax details

GST details captured with the claim

GST details are captured and validated when the claim is submitted, and they are included in report exports.

HSN and TDS masters are maintained in Xpense.

  • Still from an Xpense product video, with demo data: an expense with the vendor GSTIN validated and the tax amounts listed
    GST details on the claim.

In the app

  • Xpense app: unreported expenses with receipt thumbnails and a duplicate flag
    Unreported expenses, with a duplicate flag.
  • Xpense app: the side menu with trips, expenses, reports, advances and approvals
    The app menu.

Questions about expenses

How do employees file an expense?

From the mobile app, from the web, or by chatting on WhatsApp. On WhatsApp they can type what they spent or send a photo of the receipt.

Does Xpense read receipts?

Yes. Receipts are read automatically using OCR. The employee checks what was read and submits the claim.

What happens if the same bill is submitted twice?

Receipt reading includes duplicate detection, so a receipt that matches one already submitted is flagged.

How is mileage claimed?

Mileage is calculated from the route and the rate for your vehicle.

Does Xpense capture GST details?

Yes. GST details are captured and validated when the claim is submitted, and they are included in report exports. HSN and TDS masters are maintained in Xpense.

Can an expense be filed without opening the app?

Yes. An employee can file an expense by WhatsApp chat. If they send a photo of the receipt, it is read for them.

All questions

Related product areas

See Xpense on your own travel and expense process.

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