Expense claims checked against policy and paid with a record
Claims Management is a ready-made product for employee expense claims in SharePoint Online. Employees submit claims with receipts, managers and admins check them against your expense policy, and finance records full or partial payment with a complete audit trail.
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What it does
Six things it does for your claims
It follows a claim from the employee to payment.
Claim with receipts
Add each expense line with its date, city, type, amount and attachment.
Policy checks
Claims are checked against your expense policy, and differences are flagged.
Query handling
An approver can ask a question, and the employee updates and resubmits.
Full or partial payment
Finance pays the approved amount in full or in part, and tracks the balance.
Settlement
Check the claim against advances and record the payment with its transaction number.
Audit trail
A searchable record of every decision with timestamps and comments.
Submit a claim
List every expense with its receipt
The claim shows the employee details, then a line for each expense with particulars, dates, city, expense type, amount, remark and an attachment. Add a comment and save or submit.
- Employee details filled in
- A line for each expense
- Receipt attached to each line
- Total of the claim
- Comment
Approval
Approve, reject or ask for more
The approver reviews each line and decides. If something is unclear, Need More Info sends it back to the employee, who updates it. The history of changes is kept.
- Review each expense line
- Approve, reject or need more info
- Employee updates and resubmits
- Communication box with every step
Policy
Set limits by expense type, city and grade
The Expense Policy Master lists limits by expense type, city, grade and period, as a fixed amount or whichever is lower. Add a policy from the side panel and switch it on or off.
- Expense type, city and grade
- Per day or per month
- Whichever is lower, or at actual
- Amount and effective date
- Active switch
Payment
Pay the approved amount and close the claim
Finance sees the expense summary, including advances, records the payment mode, transaction number, amount and remarks, and closes the claim. A claim can be paid in full or in part.
- Expense summary with advances
- Payment mode and transaction number
- Full or partial payment
- Final audit log
Who it is for
Built for
Employees who claim expenses. Managers who approve claims. Finance teams who pay and settle. Administrators who maintain the expense policy.
- Claims checked before paymentEach claim is verified against its receipts and policy before approval.
- Part approvalsFinance can approve part of a claim and query the rest.
- Settlement trackedPayments and settlements are recorded against each claim.
- An audit trailEvery query, resubmission and decision is kept with the claim.
How it works
How a claim moves
These are the steps a claim goes through, from submission to settlement. Approval limits follow your expense policy.
Submit
The employee enters the claim and attaches receipts.
Verify and approve
The claim is checked against policy and approved, or returned with a query.
Pay
Finance pays the approved amount, in full or in part.
Settle
Advances are reconciled and the claim is closed with its transaction ID.
Claims Management: questions we hear often
What kind of claims does it handle?
Employee expense claims, such as travel, lodging, meals, internet, mobile and other costs you define.
How do I submit a claim?
Add each expense with its date, city, type, amount and receipt, add a comment and submit.
How are claims checked against policy?
The expense policy holds limits by expense type, city, grade and period, and claims are checked against it. Differences are flagged to the approver.
What if the approver has a question?
The approver chooses Need More Info, the employee updates the claim and sends it back.
Can finance pay part of a claim?
Yes. Finance can pay the approved amount in full or in part, and the remaining balance is tracked.
Is there a record of each decision?
Yes. The audit trail lists who decided what and when, with comments.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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