Simplify Suite

Expense Notes

Complete expense reporting from creation through approval & payment

The Expense Notes page provides a complete expense reporting workflow, from creation through approval and payment, with support for line items, travel/kilometer reimbursement, and receipt management.

Expense Notes screenshot

This module allows team members to easily submit expense claims for costs incurred in the course of their work. It offers convenient receipt scanning, organized archiving, and a clear approval workflow to ensure efficient processing. No more spreadsheets, lost receipts, or unclear reimbursement timelines.

In addition, the system supports the registration of kilometers for fuel reimbursement, as well as kWh usage for compensation related to personal electric vehicle charging stations. All calculations are automatic based on configurable per-kilometer and per-kWh rates.

The entire process — from submission to manager approval to payment recording — is tracked in one place, giving both employees and finance teams full visibility and auditability.

1

Expense Management

Expense List

Paginated table with multi-filter support: search, status, category, amount range, date range, bulk selection and bulk delete.

Create/Edit Expense

Title, notes, project selection, cost-per-km setting, dynamic line items (category, description, amount, currency, date, vendor, payment method, receipt upload), travel section with auto-calculated totals.

Expense Detail View

Full expense breakdown with line items, receipt downloads, kilometer/travel compensation, and metadata.

Multi-Currency Support

Record expenses in different currencies with automatic conversion for consolidated reporting.

2

Approval Workflow

Submit

Employee submits draft for approval.

Approve/Reject

Manager approves or rejects with a reason.

Mark as Paid

Record payment with reference number and date.

Print View

Printer-friendly layout for physical records.

Permission-Based Actions

Buttons appear based on role (canEdit, canDelete, canApprove, canMarkAsPaid).

3

Travel & Mileage

Kilometer Registration

Log business trips with origin, destination, and distance for automatic fuel reimbursement calculation at your configured per-km rate.

EV Charging Compensation

Track kWh usage for employees who charge company vehicles at home, with configurable reimbursement rates.

Travel Summaries

Auto-calculated totals for travel-related expenses, broken down by trip, vehicle type, and time period.

Receipt Attachments

Upload photos of fuel receipts, toll tickets, and parking slips directly from your phone for a complete audit trail.

Ready to simplify your workflow?

Expense Notes is just one of many tools in the Simplify Suite. See how they all work together.

View PricingExplore All Features