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Expense claims & reimbursement
File expense claims in LogAI — travel, meals, lodging, equipment — track them from Draft to Reimbursed, and learn how managers approve and HR pays out, all in INR.
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HR → Expenses handles the money you spend for the company: file a claim, your manager approves it, HR pays it out — each step notified and tracked. Amounts are in INR, and self-service requires a linked employee profile.
File a claim
- Create it. Click
New claim: a title (e.g. “Client visit to Mumbai”), optional notes, and your first expense item — category, amount, date, and details. Categories: Travel & Commute, Meals & Entertainment, Lodging & Hotel, Hardware & Equipment, Software & Subscriptions, Office Supplies, Miscellaneous. - Add items while Draft. Use
Add Expense Itemas many times as needed — items can only be added while the claim is a Draft. - Submit.
Submit Claimmoves it to Pending Review and notifies your manager. Summary cards track your Total Claimed, Pending, and Reimbursed amounts.
| Status | Meaning |
|---|---|
| Draft | Still yours to edit — the only stage where items can be added. |
| Pending Review | Submitted; waiting on your manager or HR. |
| Approved | Accepted, awaiting payout. |
| Rejected | Declined — the decision note explains why. |
| Reimbursed | Paid out; you're notified when it happens. |
Approving and paying out
- Pending Approvals (managers with reports, or HR-edit users) — pick a claim, choose Approve or Reject with a justification note, and
Submit Decision. Nobody can approve their own claim. - Reimburse Claims (HR-edit only) — add a payment reference and
Confirm Reimbursement Payout; the employee is notified. - The lifecycle is strict: Draft → Submitted → Approved → Reimbursed (rejection possible at review or payout stage).
Also see: Customer-facing money — invoices, payments, refunds — lives in Commerce, not here. Salary and payslips are under Payroll.
Frequently asked questions
Who approves my expense claim?
Your direct manager or an HR-edit user, in the Pending Approvals tab. Nobody can approve their own claim; reimbursement payout is a separate HR step.
Can I add an item after submitting?
No — items can only be added while the claim is a Draft. Submit when the claim is complete.
What currencies are supported?
Expense claims are in INR, with amounts greater than zero (paise supported).
What do the statuses mean?
Draft (editable) → Pending Review (with your manager) → Approved (awaiting payout) → Reimbursed (paid). Rejected can happen at review with a note explaining why.
Why can't I create a claim?
Your user account must be linked to an employee profile — “No employee profile linked to your account” means HR needs to link you from the Employees screen.
Where do I see what's been paid out?
The Reimbursed summary card totals your paid claims, and each reimbursed claim shows its payment reference and date under Processing Details.
Open the LogAI app — start free, no credit card required.