Expenses.
No lost receipts.
No month-end chaos.
Track what your team spends, approve it in minutes, and reimburse staff without spreadsheet archaeology.
Built on ERPNext inside SolutionsInc — expense claims, travel advances, departmental approvers, and automatic ledger entries work as one workflow. Finance stays in control; field staff get paid back fast.
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Claim #EXP-2026-041
Lunch · Client visit · £48.50
Log expenses in one form.
When staff pay out of pocket for the business, they raise an Expense Claim — date, type, amount, and taxes in a single record. No more photo dumps in group chats.
Multiple lines per claim Add several expenses in one submission — mileage, meals, supplies — each with its own Expense Claim Type.
Taxes & charges included Capture VAT and fees on the same document so finance does not rebuild the maths later.
Business Benefit: Staff submit costs while they are still fresh — finance gets structured, VAT-ready claims instead of chasing receipts at month-end, and every pound spent on behalf of the company is documented before reimbursement.
Managers set the sanctioned amount.
Each department has configured Expense Approvers. The employee picks their approver; the document is shared automatically and they get an email when assigned.
Approve, reduce, or reject Approvers adjust the Sanctioned Amount below what was claimed — with comments when a claim is refused.
Clear audit trail Every decision is logged on the claim — owners see who approved what, and when, without digging through inboxes.
Problem solved: “Everyone gets reimbursed in full” culture — you control spend before payment, not after.
“Approved an expense claim? Brilliant — but don’t stop there. In SolutionsInc, that same claim posts straight into Accounting: expense account, employee payable, and a clean Payment Entry when you’re ready to pay — without mixing refunds into payroll and triggering extra tax headaches!”
Explore Accounting
Pay advances before the trip.
Staff shouldn’t fund long site visits on personal cards. Employee Advance records purpose and amount; approvers submit; accounts pay out via Payment Entry or Journal Entry.
Settle against claims Link the advance when submitting expenses — claimed, returned, or partly used — statuses stay visible (Paid, Claimed, Returned).
Return unused cash One click to return money that was never spent — no “mystery float” on your books.
From approval to ledger & bank.
On submit, the system books the expense and employee balance. Finance uses Unclaimed Expense Claims to see who is still owed — then pays via Payment Entry, not through payroll.
Automatic GL posting Expense account and employee payable updated on approval — your accountant works from live data.
Pay outside salary Reimbursements stay separate from payslips — important for UK tax treatment and cleaner audits.
Allocate one payment across multiple outstanding claims for the same employee — finance saves time at month-end.
See the true cost of each job.
Tag claims to a Project or Task. Approved amounts roll into project costing — so margin reports include travel, subsistence, and site spend, not only supplier invoices.
Field spend on the P&L of the project Agencies and contractors finally see whether a client engagement was profitable after expenses.
Expenses works better
with the full stack.
One SolutionsInc environment — claims, books, payroll, and projects share the same employee and company records.
