Quantum HR

Expenses

Our Expenses feature empowers employees to effortlessly submit expense claims for manager approval, ensuring a streamlined reimbursement process.

Expenses

Built for simplicity and efficiency, the system enables users to log detailed expense entries, capture and attach receipts directly using their device’s camera, and monitor the progress of each claim from initial draft through to final approval.

How it Works

Designed with usability in mind, the system allows users to record detailed expenses, attach receipts using their device camera, and track claim status from draft to resolution, all within an intuitive interface.

Accessibility

Access the “Expenses” section within the HR app or web platform.

Create

Create a new expense submission and assign a label for easy identification.

Receipts

Capture and attach receipts directly using the mobile device camera, or upload from files.

Submit

Save the submission as a draft for further review or editing. When ready, submit the expense to change its status to “Pending.”

Managers

Managers are notified of pending submissions and can review, approve, or reject claims. Managers may add comments to clarify rejections or request additional details.

Employees

Employees can view all expense statuses: Draft, Pending, Approved, and Rejected. All actions are recorded and stored, ensuring traceability and compliance with audit requirements.

Revolutionise Processes

The Expenses tool simplifies the way employees submit claims for approval, making the reimbursement process faster, clearer, and more efficient. Built for ease of use, it lets users log detailed expenses, snap and upload receipts via their device, and track claims from start to finish—all within a clean, intuitive interface.

Each claim supports multiple line items with automatic totals, giving a clear picture of overall costs. Managers benefit from real-time status visibility and built-in workflows, allowing them to quickly review, comment on, and approve submissions—helping reduce delays and improve accountability.

Key Benefits & Features of HR Expenses

  • Ease of Use: Simplify expense tracking with intuitive submission forms and in-app receipt capture.
  • Transparency: Full visibility of expense status from draft to approval or rejection.
  • Automation: Automatic calculation of totals based on individual line items.
  • Efficiency: Streamline workflows with direct submission to managers for review.
  • Control: Managers can review, approve, or reject claims with optional feedback.
  • Flexibility: Submit expenses on the go using mobile devices with camera integration.
  • Security: Drafts remain private until submission, ensuring data control.
  • Accountability: Maintain a record of submitted and processed expenses for auditing.
  • Integration: Seamlessly fits into broader HR and payroll processes.
  • Scalability: Suitable for individual users or organisation-wide deployment.
 

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