How-to
Expense overview
HRStop’s Expense Module helps employees easily raise expense claims related to their tasks, while allowing managers and admins to review, approve, and manage these expenses efficiently. Approved expenses can be paid out directly or integrated with payroll for seamless reimbursement.
Key features and useful links
- Enable Expense Module
Admins can activate the expense feature to start managing expenses.
Enable Expense Report Module - Employees File Expense Reports
Employees can raise expense reports using predefined categories.
Employee Expense Submission - Manager Approval
Managers can approve or reject expense requests from their team members.
Manager Expense Approval - Admin Approval
Admins can also approve or reject expenses.
Admin Expense Approval - Admin Files Expenses for Employees
Admins can file expenses on behalf of employees when needed.
Admin Filing Expense - Manage Expense Categories
Admins can add and customize categories for expense claims.
Manage Expense Categories - Expense Advances
Employees can request advances, and admins can manage approvals.
Expense Advance Requests - Generate Reports and Manage Payouts
Admins can generate expense reports and manage payouts efficiently.
Generate Expense Reports
Manage Payout Reports - Expense Analytics
View analytics to track expense trends and control budgets better.
Expense Analytics
HRStop’s Expense Module streamlines the entire expense process—from claim submission to approval and payout—helping organizations save time and maintain financial control.
Frequently asked questions
Why does the screen keep buffering after I upload my expenses?
If your screen keeps buffering after you upload expenses, your file size is greater than 2 MB.
To avoid this problem:
1. Keep the file size to 2 MB or less.
2. Upload expense proofs separately.
Why is my expense not showing in my approved expenses list even though my reporting manager has approved it?
By default, the system is configured for two levels of approval, i.e. reporting manager and admin. Your reporting manager may have approved the expense, but your admin has not approved it yet.
Why can't I see the category in which I want to raise an expense?
If you cannot see the category, the admin has not created it.
Why is the system not allowing me to raise an expense?
If you exceed the expense amount limit, the system does not allow you to raise the expense.
You can view your expense limits in Main panel → Expense → Create Expenses → View limits (page navigation bar).
Can I update an already submitted expense?
No, you cannot update an expense once it is submitted. We recommend that you save the expense as a draft and make your changes. Once you are sure about the expense, submit it for approval.