Categories that match your books
Claims are filed against a category — client disbursements, transport, office supplies, pantry, marketing, medical, and so on. The point of the category list is that it mirrors how your accounts are actually structured, so the monthly export drops into your bookkeeping without a translation step.
Categories that map to a benefit plan (medical, health checkup, flexible benefits) are reconciled against the employee's remaining cap when the claim is submitted, not when it is approved. The form shows the remaining balance as soon as a category is picked, and warns that anything above it will not be reimbursed. Somebody who has used their quarterly medical allowance finds out at the point of filing.
Receipts
Every claim can carry a receipt image or PDF, and additional attachments beyond the first. Files are stored in object storage, not in the database, and are served through an authenticated route — a receipt URL is not a public URL, and pasting one into a browser without a session gets you nothing.
If you configure an Anthropic API key, uploading a receipt runs it through OCR and pre-fills the amount, supplier, date, tax amount and tax code. The person filing reviews and corrects rather than transcribing. This is entirely optional; without a key the fields are simply typed.
Review and reimbursement
Claims route to approvers the same way leave does, including one-click approve and reject from email. Approvers can adjust the reimbursable amount downward with a comment — the common case where a claim is valid but only partly reimbursable — rather than rejecting the whole thing and asking for a resubmission.
Getting the data out
- Claims report — filter by period, status, category or employee, and export.
- Bulk receipt download — every receipt for a filtered set, zipped, named by claimant and date. This is the artefact your bookkeeper actually wants.
- Per-employee lookup — the full claim history for one person, for a query or a dispute.