Video guide · Payroll and financeProfessional plan

How team expenses work in TracefyHR: log, approve, track

Team Expenses keeps every company expense and its receipt in one place. In this short video an expense is logged with a photo of its receipt, a manager approves it from the Pending tab, and the approved amount flows into the budget with nothing to retype.

1:14 long
For managers and HR
English captions and transcript

What you'll learn

How to log an expense with its amount, category and a photo of the receipt
Why every expense needs a receipt before it can be approved
How managers approve in one click, or reject and note the reason
How to switch months and export any month to Excel for your accountant
How approved expenses flow into your budget automatically

Prefer reading?

Tracking expenses

The same task in the user guide, step by step with screenshots.

Open the article

Transcript

The full narration of the video. Select a time to jump to that moment.

0:00What Team Expenses does

0:01Receipts in pockets, expenses in spreadsheets, and surprises at month end?

0:07Team Expenses keeps every expense and its receipt in one place.

0:12Log an expense with its receipt

0:15Log an expense with its amount and category.

0:20Then add a photo of the receipt.

0:23Every expense needs one, so nothing gets approved without proof.

0:29Approve or reject an expense

0:31Expenses from your HR team wait in Pending for you.

0:34Check the amount, then approve in one click.

0:39Something looks off? Reject it, and note the reason.

0:46Export a month and update the budget

0:49Switch months in a click, and export any month to Excel for your accountant.

0:55Approved expenses flow straight into your budget, with nothing to retype.

1:01No lost receipts, no guesswork. You see exactly where every dollar goes.

1:08Click Submit Expense to log your first one.

Common questions

Who can use Team Expenses in TracefyHR?

Managers, and HR team members who have finance access. Expenses logged by HR wait in Pending until a manager approves them. Employees don't have access to Team Expenses.

Is a receipt required for every expense?

Yes. The Submit Expense form asks for a receipt on every expense and TracefyHR checks for one when it is saved, so nothing gets approved without proof.

Do approved expenses show up in the budget?

Yes. Approved expenses count toward the actual spending on the Budget page automatically, and they also feed Analytics and the Dashboard, so nobody retypes them.

Which plan includes Team Expenses?

Team Expenses is part of the Professional plan, $49 a month for up to 250 employees. Every plan starts with a 30-day free trial and no credit card is required.

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