Creating an expense

In My expenses you record what you’ve paid out of your own pocket for work (meals, travel, hotels) so your company can pay you back. It works the same on a computer and in your phone’s browser.

My expenses only appears in the menu if your company has the expenses module.

Before you start

• There are no drafts. As soon as you select Create expense, the expense is Open and whoever approves it can already review it. There’s no separate «submit» step.
• While it’s open, it’s yours. You can edit it, change the receipt or delete it until someone approves or rejects it.
• Have the receipt handy. You can create the expense without it, but the approver will usually ask for it. Here’s what counts as a receipt.

Creating an expense

What Orquiva checks

When you create the expense, and again every time you edit it, Orquiva stops it if:

• the amount is over €50,000;
• the receipt date is in the future or more than a year ago;
• it goes over a limit your company has set: the category’s per-receipt maximum, the category’s monthly limit or the overall monthly limit.

The message tells you which one you hit.

If you already have another expense with the same day, category and amount, Orquiva doesn’t stop it: it asks Is this another receipt?, so the same receipt isn’t paid twice. If it’s a different receipt (two parking tickets on the same day, say), select Save anyway; if not, cancel.

Your company’s limits are explained in categories, receipts and limits.

What happens next

The expense shows up in the list as Open. If it has no receipt, it also carries the receipt missing flag.

It’s reviewed by your direct manager or by whoever has the expense management permission in your company. No one approves their own expenses, except whoever administers Orquiva for the company. Creating an expense doesn’t send any notice: if it’s urgent, tell them yourself.

If your company has turned on automatic approval below a certain amount, a small expense can become Approved as soon as you create it. What happens from there is in Status and reimbursement.

Fixing or deleting an expense

While the expense is Open, its row has three actions:

• Attach receipt if it doesn’t have one yet, or View receipt if it does.
• Edit: change the category, amount, date, description or the receipt (Replace the receipt) and select Save changes.
• Delete: removes it completely.

Once it’s Approved, Rejected or Reimbursed, you can only view it. A rejected expense can be appealed once: see Status and reimbursement.

Finding your expenses

The All, Pending and Closed tabs sort the list by what matters to you: Pending are the ones you haven’t been paid for yet (open and approved) and Closed are the reimbursed and rejected ones. Next to them there’s a period selector and a search box. At the top, a summary tells you how much you’re still owed and how many expenses are waiting for a receipt.

If something goes wrong

I can’t find my category. Your company has turned it off or doesn’t have it. Choose another one that fits or ask HR.

It asks “Is this another receipt?”. You have another expense with the same day, category and amount. If they really are two different receipts, select Save anyway. If it’s the same one, cancel: you’ve already recorded it.

It says the date isn’t valid. The receipt date can’t be in the future or more than a year ago. If the receipt is older, talk to HR.

I made a mistake on an expense that’s already approved. It can’t be edited anymore. Ask whoever approved it to go over it with you.

The edit and delete buttons are gone. The expense isn’t Open anymore: someone has approved or rejected it.

I can’t attach the receipt. Check the accepted formats and size. If the file meets them and it still fails, contact us.