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Expense requests

How to claim business expenses in Factura HRMS: add line items, attach supporting documents, submit for approval and follow the request.

For Employee, Manager or approver, HR admin · Last reviewed

Overview

The Expense Request module in Factura HRMS allows employees to submit business expense claims for reimbursement. Each request can contain multiple expense line items (e.g., meals, transport, airfare) with supporting documents, and is routed through a structured approval workflow.

This guide covers:

Section What You'll Learn
1. Expense Types (Admin Setup) How administrators configure expense categories
2. Creating an Expense Request How to create the request header and save as draft
3. Adding Expense Line Items How to add individual expense entries with dates, amounts, and details
4. Uploading Supporting Documents How to attach receipts and other documents
5. Submitting to Workflow How to send the request for approval
6. Initiator's View (After Submission) What the employee sees while the request is in progress
7. Approver's View How approvers review, approve, or reject expense requests
8. Approved & Rejected Requests What happens after the final decision
9. Quick Reference Status definitions, field reference, troubleshooting

Note: Expense requests use the same workflow approval system as Leave and Loan requests. For detailed information on configuring approvers, multi-level approval flow, and notification settings, see the Workflow Approval System Guide.

Articles in this guide

  1. How do I set up expense types?Before employees can submit expenses, an administrator must configure the Expense Types (expense categories)…
  2. How do I create an expense request?Click Transactions in the left sidebar.
  3. How do I add expense line items?Open the saved draft from the 1.
  4. How do I attach supporting documents to an expense?Below the Expense Details section, you will find the Supporting Documents upload area: Click Upload Documents…
  5. How do I submit an expense request for approval?Once all expense details and documents are added: Review all line items and ensure amounts are correct.
  6. How do I follow my expense request after I submit it?Once you submit an expense request to workflow, you can track its progress.
  7. How do I approve or reject an expense request?When you are assigned as an approver, pending expense requests appear on your dashboard and in the expense…
  8. What happens after an expense decision?After all approval levels are completed, the request is marked as Approved .

Quick Reference

Expense Request Status Lifecycle

Status Meaning Tab
Draft Request created but not yet submitted for approval 1. Draft
Submitted for Approval Request is in the approval chain, awaiting an approver's action 2. In Progress
Approved All approval levels completed successfully 3. Approved
Rejected An approver rejected the request 4. Rejected
Cancelled The requestor withdrew the request while it was in progress 4. Rejected

Header Fields

Field Description
Employee The employee submitting the expense claim (required)
Description Brief description of the overall expense claim

Line Item Fields

Field Description
Expense Type Category of expense (configured under Settings > Expense Type)
From Date Start date of the expense
To Date End date of the expense
Ref. No. Receipt or invoice reference number
Payment By Self (employee paid) or Company Credit Card
Amount Expense amount in local currency
Forex Currency Foreign currency if applicable
Forex Amount Amount in foreign currency if applicable
Remarks Notes about the specific line item

Roles Summary

Role Key Actions
Administrator Configure Expense Types in Settings, set up workflow approvers
Employee (Initiator) Create expense request, add line items, upload documents, submit to workflow, cancel if needed
Approver Review pending expenses, check line items and documents, approve or reject with remarks
Finance / Final Notifier Receives notification when an expense is fully approved, processes reimbursement

Troubleshooting

Issue Solution
Expense Type dropdown is empty No expense types have been configured. An administrator must add them under Settings > Expense Type.
Cannot add line items Ensure the request is saved first, then reopen the draft from the Draft tab. The Expense Details section only appears after the header has been saved.
Total amount shows 0 No line items have been added yet. Click the + icon in the Expense Details section to add expense entries.
"Submit to Workflow" button not visible Ensure workflow is enabled for Expense Requests under Settings > Workflow Approvals.
Request stuck at a level The approver at that level has not yet taken action. Contact them directly or ask an administrator to check.
Not receiving notifications Check My Preferences > Workflow Notifications. See the Workflow Approval System Guide.
Cannot edit a submitted request Submitted requests are read-only. Cancel the current request and create a new one with updated details.
Approver requests more documentation Cancel the current request, create a new one with the additional documents attached, and resubmit.

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