Expense Reimbursement Log Read only

Overview

Review expense reimbursement flow by year, department, status, and business context.

EN Read only

System sample

Overview

Check requests, approvals, and payments before going into detail.

This month4211 new requests
Pending approval82 overdue items
Pending payment5Due within 3 days
Archived31Completed this month
Average amount$6,840+4.2% vs last month
Exceptions2Need another review

Monthly trend

Requests and payments

Request amountPayment amount
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec

Expense mix

Category split

Check the proportions first, then move to approvals and receipts.

Travel
28%
Hotel
24%
Meals
18%
Entertainment
14%
Office
10%
Other
6%

Recent requests

Expense requests this month

Check the request number, requester, department, and approval status first.

IDRequesterDepartmentCategoryAmountStatusDate
ER-2026-0409Emily CarterSalesTravel$8,420Finance review2026-04-09
ER-2026-0412John MillerMarketingEntertainment$2,180Pending approval2026-04-12
ER-2026-0415Sarah LeeEngineeringOffice$1,350Paid2026-04-15
ER-2026-0417David KimOperationsTraining$5,900Archived2026-04-17
ER-2026-0418Olivia ChenFinanceTravel$4,680Returned2026-04-18

Request entry

Request form

Enter the record first, then confirm approval and payment.

Request form

The order matches the workbook so review is easier.

Recent entries

New submissions appear here right after entry.

IDRequesterTypeAmountStatus
ER-2026-0420Emily CarterTravel$6,420Pending approval
ER-2026-0419John MillerEntertainment$2,180Finance review
ER-2026-0418Sarah LeeOffice$1,350Paid

Line items

Expense details

Each row can be traced back to the original receipt.

DateProject / Cost centerMerchantCategoryAmountTax rateStatus
2026-04-20Tokyo projectHarbor HotelHotel$2,1606%Needs review
2026-04-19Kanto routeSunline AirTravel$3,5809%Pending approval
2026-04-18Client visitNorth Shore DiningMeals$6806%Archived
2026-04-17Internal trainingAster Office SuppliesOffice$1,35013%Paid
2026-04-16Promotion eventBlue Arc EventsEntertainment$2,9006%Returned

Approval flow

Workflow steps

Each step keeps an owner and a time marker.

1

Submit request

Make sure the ID, department, amount, and receipt are filled in first.

2

Department review

The manager confirms business necessity before finance sees it.

3

Finance review

Check receipts, tax rates, and policy limits one by one.

4

Pay and archive

After payment is done, store the record and attachments together.

Current queue

Show where the request is stuck on one screen.

IDOwnerCurrent stepWait timeStatus
ER-2026-0412Jordan LeeDepartment review2 daysIn progress
ER-2026-0418Olivia ChenFinance review1 dayNeeds attention
ER-2026-0409Emily CarterPay and archive0 daysDone

Approval notes

Keep rejection reasons, comments, and reminders together.

  • Apr 18 09:20
    The receipt header is missing the department name. Please resubmit after correction.
  • Apr 17 16:05
    The entertainment expense is within policy, so it can move forward after the amount check.
  • Apr 16 11:42
    Travel receipts are complete, so the payment step can begin now.

Auto alerts

Alert rules

Let the system point out the issue first, then hand it to a person.

Amount over limit

If the request amount is over policy, mark it as needing review.

Missing receipt

If a receipt or attachment is missing, ask the requester to complete it.

Approval delay

If a step is stuck for more than two business days, notify the owner automatically.

Duplicate request

Same receipt number, same amount, and same date are marked as duplicates.

Message copy

See how the alert reads for the requester, approver, and finance team.

Requester
Please attach the receipt photo and project note before resubmitting.
Approver
This request is past the approval deadline. Please review it soon.
Finance
Please check for policy limit breaches or duplicate claims.

Settings

Master data

Set the dropdown values first so input stays consistent.

Departments
Sales, Marketing, Engineering, Operations, Finance.
Expense types
Travel, Entertainment, Office, Training, Transit, Other.
Common tax rates
3%, 6%, 9%, and 13% depending on receipt type.

Settings form

These defaults are used by the next screens.

Backup

Export and restore

Check the format first, then decide how to connect it later.

JSON export

Useful for offline archiving and environment migration.

{ "exportedAt": "2026-04-28", "module": "expense-reimbursement-log", "records": 58 }

Import guide

Check the ID, date, amount, and status before import.

1. Prepare fileConfirm the order of JSON or CSV columns first.
2. Validate fieldsMissing fields are flagged before import.
3. Overwrite policySame IDs can be overwritten or skipped.
4. Finish restoreRefresh the dashboard after import succeeds.

Guide

How to read this sample

The copy is read only, so teams can confirm the flow first.

Start with overviewThe dashboard shows whether requests, approvals, and payments are balanced.
Then check requestsThe form screen is where you confirm field order and input logic.
Review alertsAuto alerts bring easy-to-miss checks to the front.
Map to sheetsEach screen maps to one workbook sheet, which makes comparison easier.

Important note

There are no backend edit actions here. The goal is to study structure, order, and screens.

If you later connect a real system, keep the request, approval, and payment stages first, then add attachments, alerts, and backup later.