Expense Claims

Submit and approve employee expense reimbursements.

Your employee bought something for the company with their own money. Now they need that money back.

Expense claims track what employees spend personally on company business, route those claims for approval, and make sure people actually get reimbursed. No more “did you ever get paid back for that client dinner?” conversations.

Submitting an expense

1. Go to Expenses

   Navigate to Bills & Expenses → Expenses or click Submit Expense.

2. Enter the details

   • Date of expense
   • Vendor/merchant
   • Amount
   • Category
   • What it was for
3. Attach the receipt

   Upload a photo or PDF.

4. Submit

   Expense goes for review and approval.

Mobile submission

Just paid for something? Submit right from your phone:

1. Open Pluvel on your phone
2. Snap a photo of the receipt
3. Enter amount and category
4. Submit

Done before you leave the restaurant.

Expense fields

Field	What it’s for
Date	When you spent the money
Merchant	Where you spent it
Amount	How much
Category	What type of expense
Description	Why (client dinner with XYZ Corp, etc.)
Receipt	Proof you bought it
Project	(Optional) Which project to charge

Categories

Common expense categories:

Category	Examples
Travel	Flights, hotels, rental cars
Meals	Client dinners, team lunches
Supplies	Office supplies, materials
Transportation	Uber, parking, mileage
Software	Subscriptions, tools
Professional	Conferences, training

Approval workflow

How it works

1. Employee submits expense
2. Manager gets notified
3. Manager reviews — receipt matches? Amount reasonable? Business purpose clear?
4. Approve or reject
5. If approved, queued for reimbursement

Approval settings

Configure in Settings → Expenses → Approvals:

Setting	What it does
Approval required	Whether all expenses need approval
Approval threshold	Auto-approve expenses under $X
Approvers	Who can approve (managers, finance, specific people)
Escalation	What happens if not approved within X days

Expense status

Status	What it means
Draft	Started but not submitted
Submitted	Waiting for approval
Approved	Ready for reimbursement
Rejected	Denied (with reason)
Reimbursed	Money paid back

Reviewing expenses (for approvers)

1. Go to Expenses → Pending Approval
2. Review each expense
3. Check: Does the receipt match? Is the amount right? Was this for business?
4. Approve or reject (with notes if rejecting)

Bulk approval

Select multiple expenses and approve them all at once. Good for processing a week’s worth of submissions.

Rejecting expenses

When rejecting:

1. Click Reject
2. Enter the reason (missing receipt, personal expense, over policy limit)
3. Employee gets notified

They can edit and resubmit if it was just a mistake.

Reimbursement

After approval, get people their money:

Via payroll

1. Add reimbursement to the next payroll run
2. Shows as reimbursement (non-taxable)
3. Employee receives it with their paycheck

Direct reimbursement

1. Pay the employee separately (Venmo, check, whatever)
2. Mark expense as reimbursed

Expense policies

Set policies in Settings → Expenses → Policies:

Policy	Example
Receipt required	For expenses over $25
Category limits	Max $50 for meals without pre-approval
Approval flow	Manager first, then finance for amounts over $500
Mileage rate	Current IRS standard rate

Clear policies mean fewer “is this okay?” questions.

Mileage tracking

For driving expenses:

1. Choose “Mileage” category
2. Enter start/end locations or total miles
3. Rate calculates automatically (IRS standard rate)
4. Or enable GPS tracking for automatic mileage

Expense reports

Generate reports to see where money’s going:

• By employee — What each person spent
• By category — Travel vs. meals vs. supplies
• By project — Which projects are costing what
• Reimbursement summary — What’s owed to whom

Receipt management

Organize and store receipts.