HR

Tracking expenses

Submit expenses, route them through approval, and keep receipts on file.

TracefyHR's expenses module covers two flows:

  • Employee-submitted — someone bought lunch for a client, wants reimbursement
  • Company-direct — bills, software subscriptions, anything the company pays for itself

HR keeps both organised, attaches receipts, and pushes approved items into payroll or analytics.

The expenses page with categories, amounts, and approval status

Click Add Expense and you'll see this form:

The Add Expense form with fields for title, amount, date, category, employee, and a receipt upload

Submit an expense

  1. Open Money → Expenses in the sidebar. Click Submit Expense.

  2. Fill in:

    • Title — short label (e.g. "Client lunch — Acme deal")
    • Amount
    • Date — when the expense happened
    • Category — pick from dropdown (Travel, Software, Marketing, etc.). If yours isn't listed, ask your Manager to add it.
    • Linked employee — for reimbursements; leave blank for company-direct expenses
    • Receipt — upload a JPG, PNG, or PDF (up to 10 MB)
    • Notes — context for the approver

  4. Click Submit. It lands in the Pending queue.

Approve or reject

Heads up — this requires Manager role. If you can't see it in the app, ask your Manager or Super Admin.

Approval lives with Managers — HR can submit and edit, but only Managers can approve or reject. This is intentional: separation of duties.

When a Manager approves a reimbursement, the amount automatically appears in that employee's next payroll under Individual Expenses. You don't need to copy anything.

Expense categories

Categories are managed in Settings → Expense Categories (Manager only). The default set covers most cases:

  • Travel
  • Software
  • Marketing
  • Office supplies
  • Meals & entertainment
  • Professional services
  • Utilities
  • Other

Managers can add custom categories. They can't delete a category that has expenses in it — archive it instead.

Filter and export

The expense list supports filtering by:

  • Date range
  • Category
  • Status (Pending / Approved / Rejected)
  • Linked employee

Click Export Excel to download whatever's currently filtered. Useful for monthly reconciliation with your accounting software.

Common questions

The receipt is too big to upload. Compress it to under 10 MB. For very large PDFs, split into smaller files and upload as separate expenses with the same title.

Can I edit an approved expense? Once approved, the row is locked. If you spot an error, ask a Manager to reject it (with a reason like "amount needed correction"), then submit a new one.

An expense was rejected — does the employee see the reason? Yes — it's emailed to the linked employee and shows on their portal under Company Tools.

Where do approved company-direct expenses go? Into the analytics dashboard's Expense Breakdown chart and the budget tracker. They're also exported with the rest of the expense list.

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Last updated 2026-05-01