Expenses & Custody
Submit, track, and approve employee expenses with receipt uploads, category management, and company custody tracking.
Expense Dashboard
The expense dashboard provides a quick overview of all expense activity, including totals, pending approvals, and custody balances.
The dashboard displays four summary cards:
| Report Type | Description |
|---|---|
| Total Expenses | Sum of all submitted expenses for the current period. |
| Pending Approval | Number of expenses awaiting manager review. |
| Approved | Number of approved expenses for the period. |
| Custody Balance | Remaining balance in the employee's company custody account. |
Submitting a New Expense
To submit an expense, click "+ New Expense" and fill out the form with the expense details.
| Field | Type | Required | Description | Example |
|---|---|---|---|---|
| Category | Dropdown | ✅ | Select the expense category from the dropdown. | Travel |
| Amount | Number | ✅ | Enter the expense amount. | 250.00 |
| Currency | Dropdown | ✅ | Select the currency used for this expense. | EGP |
| Expense Date | Date | ✅ | The date when the expense was incurred. | 2025-01-15 |
| Receipt | File Upload | — | Upload a photo or scan of the receipt for verification. | receipt_taxi_jan15.jpg |
| Description | Text | — | Brief description of what the expense was for. | Taxi from office to client meeting |
Expense Categories
Expenses are organized into categories for easier tracking and reporting. Administrators can customize the category list.
| Category | Description | Example |
|---|---|---|
| Travel | Flights, hotels, and travel-related costs. | Round-trip flight to Dubai |
| Meals | Business meals and food expenses. | Client lunch meeting |
| Office Supplies | Stationery, printing, and office materials. | Printer paper and ink cartridges |
| Transportation | Taxi, ride-share, fuel, and local transport. | Uber to airport |
| Other | Miscellaneous expenses that do not fit other categories. | Conference registration fee |
Approval Workflow
Every expense goes through a structured approval process to ensure accountability and proper documentation.
Draft
The expense is created but not yet submitted. You can still edit all details and attach receipts.
Submitted
The expense is submitted for review. The assigned manager receives a notification.
Under Review
The manager reviews the expense details, receipt, and category. They may request additional information.
Approved / Rejected
The manager approves or rejects the expense. Approved expenses are queued for reimbursement. Rejected expenses include a reason and can be resubmitted.
Currency Management
AttendUX supports multiple currencies for international teams and cross-border expenses.
Each expense is recorded in the currency it was incurred in. The system can display equivalent amounts in the company's base currency using configured exchange rates.
Company Custody
The custody system allows companies to allocate funds to employees for business expenses and track spending against those allocations.
Employees receive a custody balance that decreases as they submit approved expenses. Managers can top up custody accounts and view spending history.
Allocate Custody
A manager assigns a custody amount to an employee (e.g., 5,000 EGP for the month).
Employee Spends
The employee submits expenses against the custody balance. Each approved expense reduces the available balance.
Settlement
At the end of the period, any remaining custody balance is either returned or carried over to the next period.
Example: Submitting a Travel Expense
Open Expenses
Navigate to Expenses from the sidebar and click "+ New Expense".
Fill the Form
Select category "Transportation", enter amount "150", currency "EGP", date "2025-01-15", and description "Taxi to client meeting".
Upload Receipt
Attach a photo of the taxi receipt using the receipt upload field.
Submit for Approval
Click "Submit". Your manager receives a notification and the expense appears as "Pending" in your dashboard.