Skip to main content
Making expense claims

You’ll learn all about making expense claims in HoorayHR in this article.

Nadja avatar
Written by Nadja
Updated over a week ago

HoorayHR lets you streamline the creation and processing of expense claims. Your employee can scan in a receipt with the app, a team leader can assess it and within a few steps the receipt will be processed into your accounts.

Expense claim overview

Administrators and team leaders always have a clear overview of the expense claims made within a certain period.

The overview shows you the following:

  1. Which employee made the expense claim

  2. Date of the expense claim

  3. Comments

  4. Label

  5. Amount (including VAT)

  6. Status (pending, approved, declined, or completed)

Creating and managing labels

Several labels have been created to sort out your expense claims easily. For example: parking costs, office supplies, food and drinks etc. Administrators can create new labels to provide their own structure to expense claims.

Creating labels

Step 1: Click “add new label” in the expense claim overview.

Step 2: Enter a name.

Step 3: Save! The label has now been created.

Managing labels

Step 1: The expense claim overview shows you an edit button with three dots behind every label.

Step 2: Select “Edit label”.

Step 3: Pick a new name.

Step 4: Save! The label has now been updated.

Deleting labels

Step 1: The expense claim overview shows you an edit button with three dots behind every label.

Step 2: Select “Delete label”.

Step 3: Read the pop-up and delete the label by writing its name as a confirmation.

Step 4: Save! The label, including all accompanying expense claims, has been deleted now.

Please note! Deleting a label including the expense claims cannot be undone.

Making expense claims

Step 1: Click “Add expense claim” in the expense claim overview.

Step 2: Select the employee involved.

Step 3: Select a label.

Step 4: Enter the date of purchase.

Step 5: Put in relevant comments.

Step 6: Enter the amounts (these include VAT)

Step 7: Select the right amount of VAT

Step 8: Upload the receipt (pdf, jpg, png).

Step 9: Team leaders and administrators can enter a status directly.

Done! The expense claim has now been made.

For team leaders: Approving or declining expense claims

After an expense claim has been made, team leaders/administrators can approve or decline it.

Step 1: Access the expense claim from the expense claim overview or from your dashboard.

Step 2: Assess the expense claim (correct amount, right type of reimbursement and location).

Step 3: Approve or decline the expense claim.

Done! The expense claim has now been changed.

Processing expense claims

When an expense claim has been approved, it can be processed. When you’ve got an integration with UBL, the expense claims are automatically transferred to your accounting software.

Step 1: Access the expense claim from the expense claim overview or from your dashboard.

Step 2: Assess the expense claim (correct amount, right type of reimbursement and location).

Step 3: Change the status to processed.

Done! The expense claim has been processed. When you’ve got an integration with UBL, the expense claims are automatically transferred to your accounting software.

Deleting expense claims

Step 1: Access the expense claim from the expense claim overview or from your dashboard.

Step 2: Click “delete”.

Done! The expense claim has now been deleted.

Please note! Deleting an expense claims cannot be undone. When you haven’t got an integration with UBL, you’ll need to enter the expense claims into your accounting manually.

Rather use UBL to forward expense claims to your accountant? You’ll learn how to set it up in this article Processing expense claims with the UBL integration.

Did this answer your question?