HRStop

How-to

Create an expense report (admin level)

Last updated May 21, 2025 · Tushar Agarwal

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In HRStop, you, as an administrator, can raise expense reports on behalf of employees. This is helpful when employees are unable to submit claims themselves or when you want to maintain centralized control over expense submissions.

You can add detailed line items, attach supporting documents, and submit the report directly into the approval workflow.

Steps to create an expense report as an admin

  1. Navigate to the Expense module
    Go to Control Panel → Expense → Employees.
  2. Click ‘+ New’
    Click the + New button in the top-right corner of the page to begin creating a new expense report.
  3. Enter report details
    Fill in the basic report details:
    • Employee Name: Select the employee for whom you are raising the report.
    • Title: Give the report a clear title (e.g., “Client Visit – April 2025”).
    • Project: Select the project if project tagging is enabled.
  4. Add line items (expenses)
    Click + Add Row to add each expense item. For each row, fill in the following:
    • Category: Choose the appropriate expense category (e.g., Travel, Food).
    • Expense Date: Select the date when the expense occurred.
    • Amount: Enter the amount spent.
    • Customer: (If applicable) Choose the customer related to the expense.
    • Bill/Receipt: Indicate whether a bill is attached.
    • Attachments: Upload receipts or supporting files (PDF, image, etc.).
    • Remarks (optional): Add comments to describe or explain the expense item.
    You can:
    • Add multiple rows, one for each expense line.
    • Delete a row by clicking the trash icon on the right.
  5. Add general remarks (optional)
    • You can include an overall comment for the entire report (e.g., “Expenses incurred during a 2-day client trip to Mumbai”).
  6. Click Submit
    Once all entries are complete, click Submit to send the report for approval. It follows the predefined approval workflow set in the system (Manager → Admin or Direct to Admin).

Additional notes

  • Make sure the selected employee has active status in the system.
  • If project tagging or bill mandatory settings are enabled, the system enforces them before allowing submission.
  • You can track and filter reports under Expense → Employees for follow-up or payout.