Expenses

Claim back money you spent for work, with receipts in any currency. Managers or HR approve the claim, and it is paid with the next payroll or by a direct bank transfer.

Contents: Who can use it · My expenses · Expense claims · Paying claims · Expense setup · Rules and warnings · Reports · Example · FAQ

Who can use it

• My expenses: every employee, for their own claims. No permission is needed. Open My work → My expenses. The mobile app uses the same claims.
• Expense claims: staff with the expense claim List permission. Approve, Reject, Create (file for someone) and Pay are separate permissions.
• Expense setup: staff with the expense category and expense policy permissions.

Where: HR → Expenses → Expense claims and HR → Expenses → Expense setup. They are also under Spend → Expenses.

Screen	What it is for
My expenses	Your claims: start one, add expenses and receipts, submit, recall
Expense claims	Claims waiting for a decision, claims to pay, and all claims
Expense setup	Categories people choose from, and the policies that limit them

My expenses

Make a claim

1. Click New claim.
2. In What is this claim for? type a short name, for example "Client visit, Dhaka".
3. For each expense fill in Category, Date, Amount (choose the currency on the left), and if you like Tax included, Paid to and Description. Under the category you see what the policy asks for, for example "Receipt needed · Up to $50.00 each".
4. Click Add receipt under the expense and choose a photo or PDF (up to 10 MB). The claim is saved as a draft first if needed. Click a receipt name to open it; the cross removes it.
5. Click Add expense for more lines, or Remove to drop one.
6. Click Save draft to keep working later, or Submit to send it for approval. Submit also saves.

Other currencies. You can spend in any currency. The claim is in the currency you are paid in. Each expense is converted at the exchange rate of its date and the line shows "Converted at 1.1: $110.00". If no rate is on record for that currency and date, the expense is blocked; ask HR to add the rate under the workspace exchange rates. The amount is never converted one to one.

Warnings and blocks. After each save every expense shows what the policies say. A warning (triangle) goes to the approver with the claim. A block (no-entry sign) must be fixed before you can submit.

Status	Meaning
Draft	Saved, not sent. You can change or delete it
Waiting	Sent for approval and locked. Open it and click Recall to take it back and change it
Approved	Approved. It is paid with the next payroll unless HR pays it directly
Sent back	Rejected. The reason is shown at the top. Change it and submit again
Paid	Paid, with the date and the payroll run or transfer reference

Expense claims

Three tabs:

• Waiting: submitted claims. Click View to see the expenses, the original and converted amounts, warnings and receipts. Click Approve (an optional Note) or Send back (a Reason is required).
• To pay: approved claims that are not paid yet.
• All claims: every claim, with a status filter.

If your organization has an approval flow for Expense claim (HR → Leaves → Approval flows), submitted claims go to the Approval inbox instead and the list shows In the approvals inbox. A flow can use the claim total, the currency, the number of expenses, the categories, whether a policy warning was raised, and the worker type, so you can send large or out-of-policy claims to finance. Nobody can approve their own claim.

File a claim for someone. Click File a claim for someone, choose the Employee, and fill in the claim as above. Use it for people who do not use 9bx themselves.

Paying claims

Approved claims are paid with the next payroll run by default. The run adds them as Expense reimbursement on the payslip (not taxed). When the run is locked, the claims it paid become Paid, with the run name as reference. A claim approved after the run was generated waits for the next run.

To pay outside payroll:

1. Open the To pay tab and tick the claims. All the ticked claims must be in the same currency for a bank file.
2. Choose the file format (CSV or Excel) and click Bank file. The file pays each claim in full to the person's primary verified bank account. People without a verified account are left out and named in a message. Making the file changes nothing.
3. After the transfer, click Mark paid and record how it was paid: Paid by (bank transfer, bKash, Nagad, Rocket, cash, cheque or other), Paid from (your company account), Paid to (when one claim is paid, pick the person's account; otherwise their main account is used), the Reference or transaction ID, Paid on, a Note and an optional Proof of payment. See Marking payments paid.

The Reimbursed column on the To pay tab shows Payroll or Direct transfer. Click it to switch a claim between them. On the All tab, Paid via shows how a paid claim was paid.

Expense setup

A new workspace starts with ten categories (Travel, Accommodation, Meals, Local transport, Fuel, Phone and internet, Office supplies, Training, Client entertainment, Other) and one Standard policy: a receipt for every expense, claimed within 90 days, warning only. Change them as you like; they are not added again.

Categories

• Type a name in New category name and click Add.
• The pencil edits the name and an optional Accounting code (used by journal exports).
• The switch turns a category off; people can no longer choose it. The bin deletes it together with its policies. Past claims keep showing it.

Policies. Click New policy and fill in:

Field	Meaning
Category, Grade	What the policy covers. Empty means all
Currency	The currency of the limits below
Limit per expense	The most one expense may be
Cap per period	The most a person may claim in a month, quarter or year (by expense date), counting all their sent claims
Receipt needed from	0 means always, empty means never
Claim within (days)	How long after the expense date it may be claimed
When a rule is broken	Warn the approver or Block the claim

Leave any field empty to not use it. Only one active policy may cover the same category and grade.

Rules and warnings

• One policy applies to an expense: the most specific active one (category and grade, then category, then grade, then a general one).
• Always blocked: an expense date in the future, and a currency with no exchange rate.
• Always a warning: a receipt file that was already used on another claim or expense ("used before").
• Limits are compared after converting the expense into the policy currency at the rate of its date.
• A claim can have up to 100 expenses and 50 receipts.

Reports

HR → HR reports → Expense claims lists every sent claim with employee, status, submitted date, number of expenses, amount, policy warning, and how and when it was paid. Filter by submitted dates and status, and export it like any HR report.

Example scenario

Nadia travels to a client in Singapore. She opens My expenses, clicks New claim and names it "Client visit, Singapore". She adds a taxi of 40.00 USD under Local transport and the hotel of 300.00 SGD under Accommodation, and attaches both receipts. The hotel line shows the converted amount in her pay currency. The Meals policy blocks claims above 50.00, but she has no meal line, so she clicks Submit. Her manager approves it in the approval inbox. At month end the payroll run pays it as Expense reimbursement; when the run is locked, Nadia sees the claim as Paid.

Troubleshooting and FAQ

Submit says an expense is blocked. Open the claim; the red line under the expense says why. Fix the amount, date or receipt, or ask HR about the policy.

"There is no exchange rate". HR adds a rate for that currency on or before the expense date, then you submit again.

The claim was approved but not paid in payroll. It is paid by the run generated after the approval. If your salary structure has no Expense reimbursement component, ask HR to pay it directly.

Can I change a claim after submitting? Recall it while it is Waiting. An approved claim cannot be changed.

Will receipts be read automatically? If receipt reading is switched on for you, a button Use values from the receipt fills the expense for you to check.