Time
How to log hours with the weekly timesheet, timer and clock in and out, submit and approve timesheets, request and approve time off, report sick, and set up leave types, policies and blackout periods.
Insights
How the Insights hub reports revenue, quotes, receivables, margin, products, customers and stock from internal CentraKit data, with deterministic forecasts, rule-based insights and CSV or Excel exports.
Time
How to log hours with the weekly timesheet, timer and clock in and out, submit and approve timesheets, request and approve time off, report sick, and set up leave types, policies and blackout periods.
Insights
How the Insights hub reports revenue, quotes, receivables, margin, products, customers and stock from internal CentraKit data, with deterministic forecasts, rule-based insights and CSV or Excel exports.
How to create expense claims from receipts, mileage and per diem, group them in trips, check them against policies, approve and reimburse them, and rebill billable expenses to customers.
Expenses handles the costs employees make for work. An employee snaps or forwards a receipt, the details fill in automatically, and the claim goes to their manager for approval. Finance then marks approved claims as reimbursed, and billable expenses become invoice suggestions for the customer.
Expenses lives under Workspace, Finance, Expenses in the sidebar.
| Route | Purpose |
|---|---|
/{orgSlug}/expenses | My claims tab with your own claims and your receipt forwarding address. |
/{orgSlug}/expenses/approvals | To approve tab: claims waiting for your decision. |
/{orgSlug}/expenses/all | All tab: every claim you can see. |
/{orgSlug}/expenses/reimburse | To reimburse tab: approved out-of-pocket claims that still need paying back. |
/{orgSlug}/expenses/trips | Trips tab: claims grouped per business trip. |
/{orgSlug}/expenses/new | Create a claim. |
/{orgSlug}/expenses/{expenseId} | One claim, with its receipt, flags and approval. |
You need an employee profile in People to create claims.
A claim has a date, merchant, category, total including VAT, currency, VAT amount and rate, business purpose, an optional trip and a receipt. Claims in another currency record the exchange rate to the organization currency.
| Type | Meaning |
|---|---|
| Paid myself | The employee paid and is paid back. |
| Company card | Paid with a company card, so nothing is reimbursed. |
| Mileage | Distance in km times the mileage rate per km from HR settings. |
| Per diem | Days times the per diem rate per day from HR settings. |
A claim is Draft, Awaiting approval, Approved, Rejected or Reimbursed.
Expense categories, such as Travel, Meals or Software, define what people can claim for. Each has a default VAT rate and an optional ledger code that travels with exports. Receipt reading picks the closest category.
An expense policy sets a limit per expense, per day or per trip for one category or all categories, and a receipt requirement above an amount. A policy either warns or blocks submission, and can be paused. When a claim breaks a rule it gets a flag that the approver sees with the reason:
| Flag | Meaning |
|---|---|
| Over the policy limit | The amount is above a policy limit. |
| Receipt missing | A receipt is required but not attached. |
| Possible duplicate | A claim with the same details already exists. Duplicates are checked even without policies. |
| Overlaps a per diem | The claim falls on days already covered by a per diem. |
A trip groups the claims of one business trip, with a name, destination and dates, so you see what a visit cost in one place. Deleting a trip keeps its claims.
If the receipt cannot be read, fill in the details yourself.
The My claims tab shows your personal receipt forwarding address when receipts by email is on in HR settings. Forward receipts from your own email address, and each attachment becomes a draft claim with the details filled in. Creating a new address stops the old one from working.
Choose Mileage as the type, enter the From and To addresses and select Calculate distance. Turn on Round trip to count both ways. When the route cannot be calculated, enter the one-way distance in km yourself. For Per diem, enter the number of days. The amount follows the rates in HR settings.
In the Customer billing section, choose the customer and optionally the task, and turn on Bill this expense to the customer. Once approved, the expense shows up as an invoice suggestion. See Invoices.
A submitted claim can be withdrawn, which moves it back to draft. Deleting a claim removes it and its receipt permanently.
Claims go to the employee's manager, or to people who can approve expenses. The To approve tab lists claims waiting for you. Select several to approve or reject them at once, or open a claim to review its flags and add a note to the employee. Claims below the automatic approval amount in HR settings are approved as soon as they are submitted.
The To reimburse tab lists approved out-of-pocket claims. After the money has been paid back, select the claims and mark them reimbursed, with an optional payment reference.
Expense categories, expense policies, the mileage and per diem rates, the automatic approval amount and receipts by email are set in HR settings at /{orgSlug}/people/settings.
| Permission | Allows |
|---|---|
organization.expenses.view | See all claims in the organization. |
organization.expenses.create, .update, .delete | Create, edit and delete claims and trips for other employees. |
organization.expenses.approve | Decide claims for employees without a manager. |
organization.expenses.reimburse | See the To reimburse tab and mark claims reimbursed. |
organization.expenses.manage-policies | Manage expense categories and policies. |
Every employee can create, edit and delete their own claims and trips, and managers see their reports' claims.
All routes live under /api/v1/organizations/{organizationId}/:
| Resource | Routes |
|---|---|
| Expense claims | GET expenses lists claims for a scope (your own, all, to approve or to reimburse), POST expenses creates a draft claim, mileage entry or per diem. |
| HR approvals | GET and POST approvals |
The API accepts JSON only, so upload receipts in the app. See API and OpenAPI.
Last updated on
Time
How to log hours with the weekly timesheet, timer and clock in and out, submit and approve timesheets, request and approve time off, report sick, and set up leave types, policies and blackout periods.
Insights
How the Insights hub reports revenue, quotes, receivables, margin, products, customers and stock from internal CentraKit data, with deterministic forecasts, rule-based insights and CSV or Excel exports.
