Expenses captures the professional costs your consultants incur on the job - travel, meals, equipment - and walks each claim from declaration through approval to payment. Claims are never deleted; the workflow leaves through Rejected or Cancelled as terminal exits.

Workflow

Claims move Pending -> Approved -> Paid, with Rejected and Cancelled as terminal exits.

Declare a claim

1. Open Expenses and choose New expense.
2. Set the Date - it cannot be in the future.
3. Pick one Category: Train, Taxi, Fuel, Tolls, Meal, Hotel, Office supplies, Software, Telephony, or Other.
4. Optionally add a Description.
5. Enter the Gross amount in the account currency.
6. Optionally enter the VAT amount, between zero and the gross.
7. Optionally attach a Mission.
8. Toggle Billable to the client if the cost passes through to the client.
9. Optionally attach a Receipt - JPEG, PNG, WEBP or PDF, up to 5 MB.
10. Submit with Declare expense.

Administrators may declare for any consultant, and team leaders may declare for their team; everyone else declares for themselves.

Permissions

Rejecting requires a reason, shown to the declarer. A team leader acts only on their subordinates’ claims, never their own. The owner, a team leader, or an administrator can cancel a claim, and only from Pending or Approved.

Views

Administrators and operations see the whole account, with filters by status, category, consultant, date window, and text search. Team leaders see their own claims and those of the consultants they manage. Everyone else sees only their own claims. The detail view shows the gross, net and VAT amounts, the decision and payment timestamps, and the receipt.

How claims feed budgets

Billable claims flow into the mission budget actuals: the gross amounts count toward revenue and the incurred nets toward cost. See Missions.

Approval, rejection and payment outcomes raise notifications.