What this module does
The Expense module lets employees record what they spent for work, together with the receipt or invoice, and send it for approval. Expenses are collected under an expense group (e.g. "Ankara client visit"); every receipt is a row of the group. The group goes through the approval process defined for the department, and then a payment approver approves the payment. Expense types can carry a monthly and yearly limit per department, and an approver can send a group that needs corrections back to the employee for revision. The optional Receipt/Invoice OCR Analysis fills the date, amount, currency and tax rate into the form from the uploaded receipt photo.
The screen
In the left menu go to Pay and expenses > Expenses. At the top of the screen you see the cards your permissions allow; click a card to open its list below:
Card | Who sees it | What it lists |
My expenses | Expense Base Permission or Expense Manager Permission | Your own expense groups (drafts included). |
Awaiting my approval | The approver whose turn it is in the approval process | Groups waiting for your approval (the number on the badge) and groups you approved, rejected or sent for revision before. If you are not in an approval chain, the card is not shown. |
Awaiting payment | Approve Expense | Groups whose approval process is complete and that wait for payment; paid and rejected groups from the status tabs. |
All expenses | Expense Manager Permission or View all expenses (including those in approval) | Every group in the company that was sent at least once (in the branches you are responsible for). |
My department's expenses | View my department's expenses | Sent groups of the employees in your own department. |
Receipts | Users with the manager permission or a permission to see all or their department's expenses | All receipts of the groups in one table. |
Department limits | Users with the manager permission or a permission to see all or their department's expenses | Monthly and yearly limit usage per department and expense type. |
Expense types (per-receipt limits and department limits) are on the Configuration > Expenses > Expense types page; the Settings button in the screen header opens it.
The badge of a group card shows the number of records; on Awaiting my approval and Awaiting payment the badge is highlighted when something is waiting.
Choose the list from the card strip.
Narrow it with the status tabs at the top of the list card (All, Draft, In approval, In revision, Awaiting payment, Paid, Rejected); each tab shows its count.
In the toolbar below, the search box searches the group title and description (on the management cards also the employee and department names). Use the Date chip for This month, Last month, Last 3 months, This year or a range from the calendar, and the Expense type chip for a type; the management cards also have Department under Add filter. A chosen filter shows on its chip ("Date: October 2026") and the × on the chip removes it; Clear all clears the search and the filters together. On the right are the result count and Sort: pick the field and the direction (Ascending / Descending); Remove sorting goes back to the default order. Each click on a column header also moves between ascending, descending and off.
Export to Excel in the header downloads every group that matches the chosen filters as an Excel file. On a narrow screen (phone, tablet, a small screen with the menu open) the list card turns into cards; on phones the filter and sort panels open from the bottom of the screen.
Click a row to open the expense group window. Your own draft or revision group opens in three steps (Group details, Receipts, Review and send); you add, edit and send the receipts in the same window (Entering expenses and sending them for approval). A sent group or someone else's group shows the status and a summary (Total amount, Payable to employee, Receipts, the submission date, Department) at the top, a limit warning and revision details when there are any, the By expense type and Payment breakdown charts, the Receipts list as cards, Expense Documents and the History timeline. The action bar at the bottom shows only what you can do at that moment.
Roles and permissions
Responsibilities are assigned from Configuration > Expenses > Responsibilities in the left menu; see Responsibility management.
Role | Responsibility | What they can do |
Employee | Expense Base Permission | Opens Expense Management, adds expense groups and receipts, sends their group for approval, corrects and resends a group returned for revision. |
Manager (approver) | Being responsible at a level of the approval process | Answers the groups on the Awaiting my approval card with Approve, Reject or Send for revision. If a level is set to "Manager", the employee's line manager approves. |
Admin (HR / finance) | Expense Manager Permission | Defines expense types, the per-receipt limit and department limits; sees all expenses, receipts and the limit dashboard; can open a rejected group for revision with Reopen. |
Admin (payment) | Approve Expense | Confirms, rejects or sends for revision the payment of groups whose approval process is complete. This permission alone opens the Expense Management screen. |
Accounting, audit | View all expenses (including those in approval) | Sees every sent group, including those in approval, the receipts and the limit dashboard, read only. |
Department lead | View my department's expenses | Sees the sent groups, receipts and limit dashboard of their own department, read only. |
Admin (setup) | Expense Module Permission Management | Manages the Manage Permissions and Approval Process screens. |
The viewing permissions do not grant approval or payment rights; see Permissions to see expenses. The Receipt/Invoice OCR Analysis setting is on Configuration > Company settings.
Before you start
Your company has enough Teamso Digital Credit. Sending for approval and confirming the payment cost 1 credit each; every OCR analysis costs 2 credits.
Approvers' and employees' mobile phones are registered in the system. Sending for approval and payment confirmation ask for digital confirmation with a code sent to the phone.
Departments have an approval process (if not, the group goes straight to payment approval).
First setup
On Configuration > Expenses > Responsibilities, give Expense Base Permission to employees, Approve Expense to those who will confirm payments and Expense Manager Permission to those who will manage expense types. Give one of the viewing permissions to people who only follow expenses (Viewing permissions).
On Configuration > Expenses > Approval process, define an approval process of at most 3 levels for departments (Setting up the approval process).
On the Configuration > Expenses > Expense types page, review the types that come preinstalled, add new ones and set a Limit per receipt if needed (Expense types).
Optionally set a monthly and yearly limit per department on the types (Department limits).
Optionally turn on Configuration > Company settings > Receipt/Invoice OCR Analysis (OCR setting).
Daily flows
Employee: Opens a New expense group, uploads the receipt photo, enters the details and presses Send for approval (Entering expenses and sending them for approval). Corrects a group returned for revision and presses Resubmit (Revision).
Approver: Opens the group from the Awaiting my approval card and chooses Approve, Reject or Send for revision (Approving or rejecting an expense).
Payment approver: Turns a group on the Awaiting payment card into Paid with Confirm payment; exports to Excel (Payment approval and reporting).
Managers and viewers: Follow everything from the All expenses, Receipts and Department limits cards (Department limits).
Statuses and what they mean
Status | Meaning |
Draft | The group was created and not yet sent for approval. Only its owner sees it; receipts can be added and deleted. |
In approval | The group is in the approval process, waiting for the next level. The list also shows its step. |
In revision | An approver or the payment approver sent the group back to the employee for changes (or a rejected group was reopened). The owner edits it and sends it again. |
Awaiting payment | All approval levels are complete; waiting for the payment approver. |
Paid | The payment was confirmed. Final status; it cannot be opened for revision. |
Rejected | An approver or the payment approver rejected it; the reason is shown as Rejection reason in the group window. The person who rejected it or an expense manager can open it for revision with Reopen. |
Groups can also carry two badges: Revision N (the group was corrected and resent N times) and Over limit (the employee confirmed sending a group that goes over the department limit).
Notifications
Notifications are sent in the app and by e-mail:
Event | To whom |
Group sent for approval | The expense owner |
Awaiting your approval | The approvers of the next level (for a group sent over the limit, the e-mail also carries a warning line) |
Moved to the next approval level | The expense owner |
Awaiting your payment approval | Users with Approve Expense |
Paid / Rejected | The expense owner |
Sent for revision / reopened | The expense owner (the note is in the notification and the e-mail) |
Expense record deleted (by a manager) | The deleting user's manager and users with Approve Expense |
When the digital credit balance falls below 10, the company administrator is warned.
Differences on mobile
In a phone's browser the cards scroll sideways and the lists show cards instead of a table; in the group window the receipts are cards as on a wide screen. When you tap Upload Slip/Bill while adding a receipt, the phone's own file picker opens; from there you can take a new photo with the camera or pick one from the gallery. Details: Entering expenses, Mobile app.
Common mistakes and FAQ
Are currencies converted? No. Every receipt is recorded in its own currency; totals are shown per currency and no TRY equivalent is calculated.
How is an advance deducted? The Advance Received amount on the receipt is deducted from Amount to be Paid to Personnel. The module has no separate advance request; expenses are not transferred to payroll.
Can I resend a rejected group? You cannot reopen it yourself. If the person who rejected it or an expense manager chooses Reopen, the group becomes In revision and you can correct and resend it. Otherwise open a new group (Revision).
Can I withdraw a group I sent? No. Ask your approver to return it to you with Send for revision.
Can accounting see expenses that are in approval? Yes, with View all expenses (including those in approval) (Viewing permissions).