Before You Submit an Expense Claim
Activate the Expense Module
This section is for Account Owners.
To allow your employees to submit expense claims, ensure that the Expense module is enabled. Follow these steps:
Go to Payment Methods.
Toggle on the Expense Claim option.
Please note that expense claims must be submitted by the requester themselves, as it is not currently possible to submit a claim on behalf of another person.
Complete Your Bank Details
This section is for Requesters.
Before submitting an expense request, ensure your profile is complete and your bank details are added. Here's how:
Click on your avatar in the bottom-left corner.
Navigate to My Profile > Your Bank Info.
Fill in your bank details to ensure timely and seamless reimbursement by your employer.
For security reasons, only the Account Owner can modify bank details once they are added. Additionally, bank information must match the wallet’s currency. For example, you cannot add US bank details to a EUR account.
Approval Policy and Expense Claims
This section is for Requesters.
Your expense claim will follow the approval policy associated with your profile. This can be viewed in the Personal Information section of your profile page. Depending on the policy, your request may be automatically validated or require approval based on the company’s approval scheme.
Request a Reimbursement
Submit Your Expense Claim on Desktop
Go to the Requests tab.
Click New Request > Request a Reimbursement.
Import your receipt by dragging and dropping the file or uploading it from your computer.
Fill in the expense details, including date, amount, currency, and supplier.
Click Confirm My Expense.
Your claim will now appear as Pending in the Requests tab. Wait for your manager to approve or reject the request. You will receive an email notification regarding the decision.
Submit Multiple Expense Claims at Once
Navigate to the reimbursement section.
Upload all your receipts at once.
Complete the form with the necessary details.
Review the total reimbursement amount and submit your request.
Edit an Expense Claim
While your expense approval is pending, you can edit certain information, such as:
Amount
Supplier
Description
Expense date
Team
Receipt
Analytical details
To edit:
Go to the Requests tab.
Click on the expense you wish to modify.
Use the pen icon next to the information you need to update.
Save the changes.
If a request contains errors, moderators can invite you to make corrections and resubmit without needing to re-enter all the fields.
Submit an Expense Claim on Mobile
Download the Spendesk mobile app to submit your expenses in just a few taps. Open the app, take a picture of your receipt with your smartphone, and upload it directly to the platform.