Creating an Expense
Step-by-step guide to recording a new expense.
This guide walks you through the process of recording a new expense in the system. Expenses can be created by any authorized user and are submitted for approval automatically.
How to Access
There are two ways to create a new expense:
- Navigate to Finance > Expenses > Expense List and click the "Create Expense" button in the top-right corner.
- Navigate directly to Finance > Expenses > Create Expense from the sidebar menu.
Both options open the same expense creation form.
Filling Out the Form
Complete the following fields to record an expense:
Step 1: Select Employee / Driver
Choose the person who incurred the expense from the dropdown. This links the expense to the correct employee or driver record for reporting and compensation purposes.
Step 2: Select Category
Pick an expense category from the dropdown list. Categories help organize expenses for reporting and budget analysis. Common categories include Fuel, Vehicle Maintenance, and Office Supplies.
If you do not see an appropriate category, ask your administrator to add one. See Managing Expense Categories for details.
Step 3: Amount
Enter the expense amount in AED. Use the exact amount shown on the receipt or invoice.
Step 4: Date
Select the date when the expense was actually incurred. This may differ from today's date if you are recording a past expense.
Step 5: Description
Provide a brief description of what the expense was for. Be specific enough that an approver can understand the purpose without additional context.
Good examples:
- "Fuel top-up for vehicle ABC-1234 at ADNOC station"
- "Replacement wiper blades for vehicle XYZ-5678"
- "Parking fees for Dubai Mall client pickup"
Avoid vague descriptions:
- "Fuel"
- "Misc expense"
- "Other"
Step 6: Attach Receipt / Document
Upload supporting documentation such as a photo of the receipt, a scanned invoice, or a PDF. Accepted formats include image files (JPG, PNG) and PDF documents.
Make sure to attach receipts for all expenses. This is required for audit compliance. Expenses without receipts may be rejected during the approval process.
Step 7: Submit
Click the "Submit" button to create the expense. The record is saved with a Pending status and enters the approval queue.
What Happens Next
Once submitted:
- The expense appears in the Expense List with a Pending status badge.
- An authorized approver (Admin or Finance Manager) can review it from the Expense List.
- You will be notified if the expense is approved or rejected.
- If rejected, you can review the rejection reason, make corrections, and resubmit.
For details on the approval process, see Approval Workflow.