Logging expenses
The Expenses screen captures travel claims and vouchers, tracks the running ledger, and surfaces pending approvals. The page header reads Expenses with the subtitle Travel allowance, vouchers, and reimbursement ledger.
Open the screen
- Open Human Resources in the sidebar.
- Click Expenses. The page opens with tabs across the top.
The tabs
- Ledger — the running list of claims, advances, and payments for the chosen financial year.
- Travel — log travel that earns a per-kilometre allowance.
- Vouchers — log non-travel expenses with an optional receipt.
- Approvals — pending claims waiting on your decision (visible only when you have subordinates and the approve-expense permission). See Approvals.
Log a travel claim
- Open the Travel tab.
- Click the add action. The Log Travel modal opens.
- Pick the Date of Travel.
- Enter your stops one row at a time — Arrived time, Location, Departed time, and an optional Remark. Add more stops with Add Another Stop.
- Enter the distance in kilometres between each pair of consecutive stops.
- The Estimated Reimbursement is calculated automatically from the total distance and the current Petrol Rate set under HR settings. If the firm has a fixed start location, the first stop is pre-filled and locked.
- Save.
The claim appears in the Travel list with a pending status until an approver acts on it.
Log a voucher
- Open the Vouchers tab.
- Click the add action. The Add Voucher modal opens.
- Pick the Category. Some categories require a receipt above a configured amount.
- Set the Date and Amount (₹).
- Enter a Title and an optional Invoice Number.
- Attach receipts if required by the category or the amount.
- Save.
The claim appears in the list with a pending status.
Read your ledger
The Ledger tab lists claims, payments, and advances for the selected financial year. Use Filters to narrow by entry type, category, or attachments-only, and the financial year picker for the period. Where you have permission, Pay Balance opens the Payment Done On prompt to record a payment against an outstanding balance.
Common questions
Why is the petrol rate fixed?
The rate is set firm-wide under HR Settings so every travel claim uses the same calculation. Travel entries logged on or after a new rate's effective date use the new value; entries logged earlier keep the rate that was current when they were filed.
Can I edit a claim after submitting?
The travel modal has an Edit Travel mode and the voucher modal has an Edit Voucher mode. The date cannot be changed after submission in either case.
Where does my receipt file go?
Attached receipts are stored against the voucher and are visible to your approver and to anyone reviewing the entry.