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All Collections🖇 Expense claims and Per Diem Submit an expense claim
💾 Submit and edit an expense claim (desktop version)
💾 Submit and edit an expense claim (desktop version)

Submit an expense claim (Requesters or Account Owners).

Updated over a week ago

Before you submit an expense claim

Activate the Expense module

This part is for Account owners.

📝 For your employees to be able to submit an Expense Claim, make sure that you are using our Expense module. If you would like to enable the Expense module, go to "Settings > Company settings > Payment methods" and enable the Expense claim toggle.

🧰 Please note that it's not possible to submit an expense claim for another person at the moment, this needs to be done from the Requester's profile directly.

Complete your bank details

Before you make your expense request, don't forget to complete your profile and to add your bank details.

To do so:

  • Click on your Avatar in the top right hand corner

  • Click on My Profile > Your Bank Info

  • Fill in your information in order to be reimbursed on time and seamlessly by your employer.

👉🏻For security reasons, once added to your profile, your bank information can only be changed by your Account Owner.

It is not possible to add bank info that does not match the wallet's currency. Example : it's not possible to add US bank info on a EUR account.

Approval policy and expense claims

This part is for Requesters.

Depending on your approval policy, described under your personal information on your profile page, your expense report will either be automatically validated or validated according to the approval scheme linked to your request.

Request a reimbursement

Submit your expense claim on the desktop version

This part is for Requesters.

  • Head over to the Requests tab

  • Click on New Request > Request a reimbursement.

  • Click on 'Import them from your computer' or drag and drop a claim.

  • Fill in the expense information: date of your expense, amount and currency, supplier etc.

  • Finally, click on Confirm my Expense.

Your expense claims should now be displayed as Pending under the Requests tab. You will have to wait for your manager's approval or rejection of your request (you'll be notified by email).

Edit an expense claim

While your expense approval is pending, you can edit some information:

the amount, supplier, description, expense date, team, receipt and analytical information.

To do so:

  • simply click on the expense in your Requests tab.

  • Click on the pen icon next to the information you need to edit.

  • Fill in the information.

When part of a request is incorrect, moderators can now invite the requester to edit the request so that it can be resubmitted. This saves time without having to fill in all the fields again.

To edit, go to the Requests page.

Submit an expense claim on mobile

📱 Don't forget to download the Spendesk mobile app to submit your expenses in a few taps. Open our app, take a picture of your receipt with your smartphone and upload the receipt directly!

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