Expense claims

An expense claim is how you get money back for something you paid for on the company’s behalf.

File a claim

Open Expense claims and select New claim.
The wizard has three steps: Claim details, Amount & receipts and Confirm & submit.

Step 1 — Claim details

Step 1: Claim details

Every field is required.

Field	What to enter
Project and Cost centre	Where this spend is charged. Leave Not charged if neither applies; your approval flow may require one.
Claim type	Normally Expense claim
Expense category	Choose a category
Title	The name shown in the claims list, e.g. “Client lunch” (up to 200 characters)
Purpose	Briefly say what the expense was for (up to 500 characters)

Step 2 — Amount & receipts

Step 2: Amount and receipts

Field	What to enter
Receipts	Upload JPG, PNG, WebP or PDF files, up to 10 MB each. At least one is required.
Expense date	The date on the receipt
Total amount	The total of the receipts you uploaded, greater than zero, e.g. 30.00
Currency	A three-letter code, such as MYR
Receipt evidence	See below

Receipt evidence tells the company what kind of document you have:

Choice	Use when
e-Invoice to the company	The supplier issued an e-Invoice to the company
e-Invoice in my name	The supplier issued the e-Invoice in your name
Foreign supplier invoice	The supplier is outside Malaysia
Receipt without e-Invoice	You only have an ordinary receipt. You will be asked Why there is no e-Invoice; answer briefly, e.g. “Taxi driver issued a paper receipt”.

If your approval flow needs a project, you will see “Choose a project: this claim’s approval needs it”. Use Split if the spend belongs to more than one, with a percentage for each part.

Step 3 — Confirm & submit

Step 3: Confirm and submit

Choose your Payout method: Cash, Bank transfer, DuitNow, E-wallet, Cheque or Petty cash. A method that says Add your details first or Details need updating needs your details first: select Manage payout details.
Check the summary under Check the claim, including Total to reimburse.
Select Submit claim. You will see “Claim EC-… submitted” with your claim ID.

More than one receipt or expense

Select Save and add another line to put several expenses on one claim. They are listed under Other lines on this claim. Use Withdraw line to remove one.

Not ready yet?

Select Save draft. Only you can edit your own drafts: find the claim in My claims, then use Actions → Edit draft.

Follow your claim

My claims, with the summary cards and filters

My claims lists your claims with a summary of Pending, Approved, Paid and Rejected totals. Open a claim (it opens in a side panel) to see:

its Status and Approval progress, with who did each step and when
your Receipts, which you can Download
Payouts once it has been paid
Comments, where you can ask or answer questions
a PDF button to save a copy of the claim

A submitted claim waiting for review. The Reject and Mark reviewed buttons are for your approver.

To find a claim, search by Claim ID or title, or use Status, Project, Month and Filter. Export downloads the list you are looking at.

See Claim statuses for what each status means and what you do next.

When a claim is rejected

Open a rejected claim to see why it was rejected. Select Revise to turn it back into a draft, fix what was wrong, and Resubmit.

When it is paid

A paid claim, with Confirm receipt and Raise dispute

Once the status is Paid, check that the money arrived, then select Confirm receipt. If something is wrong, select Raise dispute and give your reason.