Expenses

The Expenses module lets employees submit expense items, attach receipts, and route them through an approval workflow. Managers and finance staff can review, approve, and process payments – all within DocView Web. Our newest updates bring powerful automation, including AI-driven receipt scanning and real-time currency conversions.

Creating an Expense

1. Navigate to Expenses in the left sidebar and click Add.
2. Upload Receipt (AI-Powered Extraction): Upload one or multiple receipts (images or PDFs). DocView Web uses advanced AI to automatically extract key details like the Merchant Name, Transaction Date, Line Items, Taxes (GST/VAT), and Total Amount.
3. Review and fill in the remaining details: Category (e.g., Travel, Meals, Accommodation), Client, and Description.
4. Currency Conversion: If you incurred the expense in a foreign currency, simply select the currency. The system automatically fetches live exchange rates and converts the amount to GBP in real-time.
5. Mileage: If the expense involves mileage, select the Mileage Rate and enter the distance. The system calculates the reimbursable amount automatically.
6. Attendees: Add multiple Attendees for meeting, dining, or entertainment expenses.
7. Click Save to store the expense on your claim.

Expense Claims

Individual expenses are grouped into Claims. A claim has a title, date, and total amount (summed from its expenses). Once all expenses for a period have been added:

1. Select the claim and click Submit.
2. The claim is routed to the First Approver (manager) for review.
3. If a second level of approval is required, it moves to the Second Approver.
4. After final approval, the claim is sent to the Account Person (finance/HR) for payment.

Claim Statuses

Status	Description
Open	Draft – expenses can still be added, edited, or removed.
Submitted	Sent for approval – locked from further editing unless unsubmitted.
Approved	All approval levels passed; awaiting payment processing.
Partially Approved	First approver accepted; waiting for second approval level.
Paid	Payment processed by the accounts team.
Rejected	Declined by an approver. Reason is recorded and the submitter is notified.

Editing and Deleting Expenses

You can edit or delete individual expenses only while the parent claim is in Open status. Once a claim is submitted, its expenses are locked. If a claim is rejected or unsubmitted, it returns to Open status and can be revised.

Expense Summary Dashboard

The Expenses landing page shows summary totals for each status category (Open, Submitted, Approved, Paid, Rejected, Partially Approved), giving you a quick overview of your claims at a glance.

Pro Tip

Leverage the AI receipt scanner! Upload your receipts first to let the system automatically populate the form fields for you, saving time and reducing manual entry errors.