Adding and sending an expense claim in the app

Adding and sending an expense claim in the app

Upon logging into the Spend Cloud app, you will land on your personal Dashboard. In this overview, you can quickly access a new expense claim and view your most recently created claims.

If your organization also uses other modules, there can be multiple actions to be taken on the dashboard.

By clicking on 'Expense Claims' at the bottom of the menu, you will be directed to an overview of the claims you've created.

Created expense claims are grouped by period. A period can contain multiple claims (= lines). The status of your claims can be found in the period overview. Ongoing claims are under 'Pending'. If a claim has been paid or removed after processing, you can find it under 'Processed'. A created claim goes through the following process:
  1. You create a claim and can now submit it.
  2. The claim is under review by a staff member for verification.
  3. The claim is approved and is exported for payment at the end of a period.
  4. The claim is rejected and needs modification. This claim restarts at the beginning of the process and can only be exported after approval.
  5. The claim is exported, and the claimed amount is or will be refunded to your account shortly.

Creating an Expense Claim

From the period overview of all claims, click on the plus icon to create a new claim.

Next, choose between 'Receipt' and 'Travel'. With 'Travel', you can create a mileage claim, and with 'Receipt', you can make other permissible claims in your organization.
  1. Receipt:
By pressing the 'camera icon,' you can attach a document. You can choose to take a photo of a receipt directly or select a previously taken photo from your files.

Then, proceed to fill in:
  1. The organizational unit for which you want to submit the claim.
  2. The type of reimbursement you want to claim.
  3. A description of the incurred costs.
  4. The date. Today's date is shown by default, but you can select a different date if the expenses were incurred on another day.
  5. Depending on the claimed expenses, you can enter an amount or a quantity.
  6. Finally, you can add extra remarks if necessary.

Once you've filled in all mandatory fields (marked with a *), you can click 'Save' in the upper right corner.

After saving, the claim still needs to be submitted. How to do this is described below under "Sending the Claim."
  1. Travel:
First, select the departure location. Click on the 'from' field to choose your current location, a location from the address book, or use the magnifying glass to start typing your departure location. Google will determine the exact starting point. Similarly, enter the destination of the trip under 'to'.

Once both locations are filled, the distance and reimbursement will be automatically calculated.

You only need to fill in the fields that are still empty and are mandatory (marked with a *):
  1. Select the organizational unit for which you want to submit the claim.
  2. Choose the type of reimbursement.
  3. Add a description of the incurred costs.
  4. Optionally adjust the travel date. Today's date is shown by default, but you can select a different date if the travel occurred on another day.
  5. The number of kilometers and the associated amount can only be modified by selecting a different departure or destination location.

Finally, you can add extra remarks if necessary.

After filling in everything, you can click 'Save' in the upper right corner.

After saving, the claim still needs to be submitted. How to do this is described below under "Sending the Claim."

Sending the Claim

Created claims can be found in the period overview. From here, you can submit periods with the status 'to be sent'. When you select a period, you will see all claims falling under it. You can send them all at once by choosing the text or icon for 'send' in the upper right corner.



Depending on your organization's settings, you might need to declare that you've filled in the data truthfully and agree with the terms and conditions. Click the checkbox to place a checkmark. You can now click the blue bar to definitively send the claim.

Your claim will now have the status 'under review' in the overview and will follow the process described above. Once the claim has been paid, you can find it in the expense claim overview under 'Processed'.

    • Related Articles

    • Creating a new expense claim

      In the 'Expenses' menu under 'Expense Claims', you'll find an overview of your created expense claims that are either pending submission or under review by a colleague. You can also add new expense claims from here. Expense claims can also be ...

    • Favourite expense claims (for frequenty adding the same expense claim)

      In the 'Favorites' menu section, you'll find an overview of the expense claims you've marked as favorites. Favorited expense claims can be useful when you need to submit the same expenses multiple times. If this overview is empty, it means you ...

    • Setting the expense claim procuration levels

      In the menu section 'Procuration', you can set the level at which expense claims need to be assessed. Adding a New Procuration Level A procuration level allows you to specify the amount up to which an employee is authorized to assess. For instance, ...

    • The expense claim archive

      In the Archive menu, accessible via Claims / Archive, you will see a comprehensive overview of all created claims. Of course, it's possible that you have limited rights and cannot view all users' claims. As an administrator, however, you will be able ...

    • Sending expense claims

      Created expense claimss still need to be submitted for assessment by an employee before they can be paid out if approved. You can send an expense immediately after creating it by choosing 'Save and Send.' Depending on the guidelines within your ...