Expense Claims
Submit reimbursement requests for business expenses such as travel, meals, and transportation by photographing and uploading receipts, packaging them into a claim, getting approval, and tracking payment.
Expense Claims
Submit reimbursement requests for business expenses such as travel, meals, and transportation by photographing and uploading receipts, packaging them into a claim, getting approval, and tracking payment.
Quick Start
Expense reimbursement has two steps: first, photograph and upload your invoices and receipts to create "expense items", then package those expense items into an "expense claim" and submit it for approval.
Step 1: Photograph and upload receipts to create expense items
Photograph and upload your invoices or receipts to the system. After uploading, AI will automatically recognize the amount, date, and merchant information on each document, turning each file into an "expense item". Please review the recognition results after uploading and correct any errors manually.
| Upload Method | How to Do It | Best For |
|---|---|---|
| Camera | Tap the upload button, select "Take Photo", and point at the receipt | You have paper invoices or receipts |
| Photo Library | Tap the upload button, select "Choose from Library", and pick a file | You already have receipt images or PDFs on your phone |
Supports PDF, images (JPG/PNG), and other common formats. AI recognition uses recognition quota -- please make sure your organization has remaining credits.
Step 2: Create an expense claim and submit
Once your expense items are ready, tap "New Claim". The page will list all your unreimbursed expense items. Select the ones you want to claim this time, and the claim amount will be calculated automatically. After confirming, tap "Submit" to enter the approval process.
After submitting, wait for the approval notification. Once approved, you can check the payment progress on the details page at any time.
For more details, see the Detailed Guide below.
Detailed Guide
Claimant Operations
Create an Expense Claim
Entry: App > Side menu > Personal Expenses > "New Claim"
After you upload invoices or receipts, each file is recognized by AI as an expense item containing the amount, date, merchant, and other information. When creating an expense claim, you select which expense items to include and package them into one claim.
How to create:
- Tap "New Claim". The page will list all your expense items not yet linked to any claim
- Select the expenses you want to claim (at least 1, up to 200)
- After selecting, the page automatically shows:
- Invoice Total: The sum of all selected expense amounts
- Claim Amount: The total amount you are actually claiming
- Outstanding Amount: Equals the claim amount (decreases automatically after payments)
- Fill in additional information as needed and tap Save
Fields to fill in:
| Field | Required | Details |
|---|---|---|
| Expense Items | Required | Select from uploaded expenses. All expenses must be in the same currency; each expense can only belong to one claim at a time |
| Currency | Auto | Determined by the currency of selected expenses. If the administrator has enabled "Allow currency modification", you can change it manually |
| Exchange Rate | Auto | The exchange rate from expense currency to the organization's base currency, fetched automatically. You can modify it manually |
| Description | Optional | You can leave it blank; after saving, AI will automatically generate a description based on the expense content |
| Tags | Optional | Add tags to categorize the claim |
| Attachments | Optional | Upload supporting documents (e.g., itineraries, approval emails) |
Automatic validation:
When creating an expense claim, the system runs the following checks automatically. If any check fails, the page will show the specific reason -- please fix the issue and try again.
| Check | When | Description |
|---|---|---|
| Expense date in closed accounting period | When the claim is confirmed and auto-convert to bill is off | The expense date cannot fall within a closed accounting period |
| Linked account exists | Always | The account (category) linked to the expense must exist in the organization's chart of accounts |
| Tracking category is valid | When expenses include tracking categories | Dropdown values must be valid options |
After creation: The claim is in "Draft" status with payment status "Unpaid". You can continue editing and submit for approval when ready.
Edit an Expense Claim
Entry: App > Side menu > Personal Expenses > tap a claim to open the details page > Edit
You can modify the following: replace or add/remove linked expense items, edit the description, update tags, add or remove attachments. After changing linked expenses, the claim amount and invoice total are recalculated automatically.
Validation when editing expenses:
When editing individual expenses within a claim, the system runs the following checks:
| Check | When | Description |
|---|---|---|
| Linked account exists | Always | The account (category) linked to the expense must exist in the organization's chart of accounts |
| Expense date in closed accounting period | When the linked claim is confirmed and auto-convert to bill is off | The expense date cannot fall within a closed accounting period |
| Tracking category is valid | When expenses include tracking categories | Dropdown values must be valid options |
When can you edit:
| Status | Can Edit | Notes |
|---|---|---|
| Draft | Yes | Edit anytime |
| Under Review | No | You need to recall it first |
| Approved | No | An administrator must revoke it first |
| Rejected | Yes | Modify and resubmit |
| Recalled | Yes | Modify and resubmit |
| Revoked | Yes | Modify and resubmit |
Submit for Approval
Entry: Claim details page > "Submit" button
After submitting, the claim enters the approval process. Only the person who created the claim can submit it.
Check your organization's approval method first: The process after submission depends entirely on which approval channel your organization uses.
Approval Method What Happens After Submission More Info Internal Approval Approval happens within ccMonet Continue reading this document Lark Approval The claim is synced to Lark; approvers handle it in Lark See Lark/Feishu Approval Feishu Approval The claim is synced to Feishu; approvers handle it in Feishu See Lark/Feishu Approval
After submission:
- If the approval process has approvers to handle it, the status changes to "Under Review"
- If the approval flow is empty or all nodes auto-approve, the status changes directly to "Approved"
Recall
Entry: Claim details page > "Recall" button
When a claim is in "Under Review" status, the creator can recall it. After recalling, the status changes to "Recalled", and you can edit and resubmit.
Resubmit
Claims in "Rejected", "Recalled", or "Revoked" status can be resubmitted. After resubmitting, the approval process starts over from the beginning.
View Details
Entry: App > Side menu > Personal Expenses > tap a claim
The details page has the following tabs:
| Tab | Content |
|---|---|
| Details | Basic claim information and linked expense item list |
| Approval History | Complete timeline of the approval process, showing each node's handler and result |
| Attachments | Claim attachments and payment-related attachments |
| Comments | Messages on the claim for communicating with approvers or finance |
| Payments | Payment record list (shown after approval) |
Comments
Entry: Claim details page > "Comments" tab
You can leave messages on a claim to communicate with approvers or finance. You can @ mention other people, and they will receive a notification. Each claim in the list shows an unread comment count badge so you can spot new messages easily.
Tag Management
Tags help you categorize claims for easier filtering and searching. You can add or remove tags on the claim details page.
Delete a Claim
Entry: Details page > "Delete"
After deletion, the claim and its links to expense items are cleaned up, but the expense items themselves are not deleted (they can still be used in other claims).
Cannot delete when: The status is "Under Review" or "Approved".
Expense Recycle Bin: Deleted expense items can be restored from the Recycle Bin. This feature is only available on the web -- it is not supported in the mobile app.
Re-recognize an Expense
Entry: Expense details page > action menu > "Re-recognize"
If AI recognized an expense incorrectly, you can tap "Re-recognize" in the action menu on the expense details page. AI will re-parse the original file and overwrite the current field values with the new results.
Notes:
- Re-recognizing does not use up your organization's recognition quota, but each expense has its own "remaining retry count" that decreases by 1 each time you re-recognize it. Once it reaches 0, that expense can no longer be re-recognized
- Re-recognizing overwrites the current field values -- if you manually corrected any fields, those changes may be lost, so review the results again afterward
- Expenses with status "Under Review" or "Approved" cannot be re-recognized
Bulk re-recognize (processing multiple expenses at once) is only available on the web. In the app, you can only re-recognize one expense at a time.
Approver Operations
Approve / Reject
After receiving an approval notification, tap to open the claim details page. Here you can see:
- Who submitted the claim and the claim amount
- Which expense items are linked, with each item's amount, date, and merchant
- Attachments
If everything looks correct, select "Approve". If there are issues, select "Reject" and fill in the reason -- the claimant will be notified.
After the current approval node passes, if there are more nodes, the claim moves to the next approver. If all nodes have passed, the status changes to "Approved".
Status Reference
Approval Status
| Status | Meaning | What the Claimant Can Do |
|---|---|---|
| Draft | Just created, not submitted | Edit, delete, submit |
| Under Review | Waiting for approver | Recall |
| Approved | Approval passed | Wait for payment |
| Rejected | Approval not passed | Edit and resubmit |
| Recalled | You recalled it | Edit and resubmit |
| Revoked | Administrator revoked it | Edit and resubmit |
Payment Status
| Status | Meaning |
|---|---|
| Unpaid | No reimbursement payment received yet |
| Partially Paid | Some payment received, balance remaining |
| Paid | Full amount received |
Common Scenarios
Claimant
I have receipts in different currencies from a business trip. How do I claim them? All expenses in one claim must be in the same currency. For receipts in different currencies, create separate claims. Each claim's amount is automatically converted to the organization's base currency using the exchange rate.
My claim was rejected? Open the rejected claim and go to the "Approval History" tab to see the rejection reason.
| Common Reason | What to Do |
|---|---|
| Receipt is unclear | Take a clearer photo to replace it |
| Amount is wrong | Check whether you selected the wrong expense item, or correct the amount manually |
| Missing attachments | Upload supporting documents to the claim |
After fixing, tap "Resubmit" directly -- no need to create a new claim.
I found an error in an approved claim. Can I fix it? You cannot edit it yourself. An administrator needs to "Revoke" the claim first, and then you can edit and resubmit. Note: claims with payment records cannot be revoked.
Why is the claim amount different from the invoice total? The claim amount is what you are actually requesting for reimbursement, which can be less than the invoice total. For example, an invoice for 1,000 might have a claim amount of 800 if you are only claiming part of it.
When will I receive the payment? After approval, finance will arrange the payment. You can track the payment status on the claim details page: "Unpaid" > "Partially Paid" > "Paid". The exact timing depends on your organization's finance process.
How will I be notified about approval results? Approval results are sent through App push notifications. You may also receive email notifications, in-app to-do reminders, or Feishu/Lark messages (depending on your organization's notification settings).
Approver
How do I handle an approval request? Tap the approval notification to open the claim details. Review the expense items and attachments, then select "Approve" or "Reject". When rejecting, please provide a reason so the claimant knows what to fix.
The following features are only available on the computer: Claim process configuration (approval channels, approval nodes, claim rule uploads), data export (claim/expense Excel, receipt package), PDF printing, AI rule verification (automatic compliance check before submission), bulk re-recognize on the expense list (the app only supports re-recognizing one expense at a time from the expense details page).
If you have other questions, please contact our support team.
Payments
View payment and collection records linked to [Vendor Bills](bill), [Sales Invoices](income), and [Expense Claims](expense-claim). Track the payment progress and outstanding balance for each document.
Payrolls
View your organization's payroll records and employee salary details, and upload payroll files for AI recognition.