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Platform · Expenses

Reimburse without the back and forth.

Snap a receipt, route for approval, hit the next payroll. GST extraction, policy enforcement, and a phone-first interface that frontline teams actually use.

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Reimbursements that route cleanly

Submit, attach, route, approve, pay through payroll.

Reimbursement records with multi-attachment support (ReimbursementMultipleAttachment, ReimbursementFile), threaded comments and an approval workflow. 11 dedicated templates for the common reimbursement flows. Approved expenses link into the next payroll cycle.

  • Multi-attachment claims. Upload receipts and supporting documents. Comment thread per claim, with employee + approver visibility.
  • Approval workflow. Pending / Approved / Rejected status states with manager sign-off. Full audit log on every transition.
  • Payroll handoff. Approved expenses pop into the next payroll cycle. No re-keying.
  • Loan accounts alongside. Track LoanAccount records separately. Loans excluded from the TDS calculation base.

Receipt OCR (vendor, GSTIN, HSN/SAC, IGST/CGST/SGST extraction), corporate card sync (HDFC / Axis / ICICI auto-import), Concur / Zoho Expense connectors and ITC capture analytics are not in current release. Today the path is upload + manual entry + approval.

See payroll integration
Receipt · ITC Maurya
₹5,000.00 · client meeting
GST captured
Vendor
ITC Maurya
GSTIN
07AAACI4732K1ZS
Date
27 Apr 2026
Subtotal
₹4,237.29
IGST 18%
₹762.71
Total
₹5,000.00
Policies · this org
10+ categories
City-tier aware
Travel · Tier 1 cities
₹2,500/day food cap
Travel · Tier 2
₹1,800/day food cap
Travel · Tier 3
₹1,200/day food cap
Mileage
₹15/km · GPS optional
Client entertainment
Manager pre-approval > ₹5,000
Software subs
VP approval > ₹50,000/yr
Loans and advances

Tracked alongside, settled through payroll.

Standalone LoanAccount model captures employee loans with repayment schedule. Loans are excluded from the TDS calculation base. Reimbursement records can offset against a LoanAccount, settling the balance through payroll.

  • Excluded from TDS calc base. Loan amounts don't inflate taxable income. Standard treatment.
  • Comprehensive audit log. django-auditlog and django-simple-history capture every change to a Reimbursement or LoanAccount with the actor and timestamp.
  • Excel export. Filter, slice, export reimbursement and loan registers to Excel.
  • Per-org policies. Configure caps and approval routes through standard custom-field config and per-module workflow roles.

City-tier per-diem caps, GPS-tracked mileage, dedicated policy-violation blocks at submission and grace-period / moratorium tracking on loans are not packaged features today; we'll work with you on permission-and-rule configuration if these are required.

See compliance
What's on the roadmap

GST input credit and OCR are coming, not here yet.

If your finance team needs ITC capture, GST splits and a CA-ready CSV today, you'll need to add that line-item information manually on submission. We capture the underlying receipt and amount, then export through Excel for your accounting team.

  • OCR on receipts. Vendor, GSTIN, HSN/SAC, IGST/CGST/SGST extraction. Roadmap.
  • Direct accounting connectors. Tally, Zoho Books, QuickBooks. Roadmap.
  • Corporate card auto-import. HDFC, Axis, ICICI swipe-feeds. Roadmap.
  • Concur / Zoho Expense connectors. Roadmap.
See payroll integration
GST input credit · April
₹4,12,180 eligible
Of ₹4,28,940 captured
Total GST captured
₹4,28,940
Eligible input credit
₹4,12,180 (96%)
Composition scheme flagged
12 receipts (₹16,760)
Missing GSTIN flagged
3 receipts (₹4,200)
Inter-state IGST
₹78,400
Intra-state CGST/SGST
₹3,33,780
Field expenses · last 30 days
1,247 claims
98.8% on time
Total claims (this month)
1,247
Submitted on phone
1,118 (90%)
Approved via WhatsApp
984 (79%)
Median submit-to-payout
3.5 days
Expired / lost (this month)
15 (1.2%)
Same in spreadsheet world
~8% expired
How notifications reach approvers

In-app, email, WhatsApp, Microsoft Teams.

Reimbursement notifications go to the standard pPULSE notification channels. Today the HRMS is a responsive web app (no native mobile app) so approvers tap through from a phone browser or one of the chat surfaces.

  • In-app inbox. django-notifications-hq with i18n verbs.
  • Email. HorillaMailTemplate with EmailLog tracking sent and failed messages.
  • WhatsApp Business via Meta. Templated messages and webhook receiver. Not Twilio.
  • Microsoft Teams. Adaptive Cards via webhook. Predefined notification types include leave approval and timesheet.

Native mobile app, offline-first photo capture, vernacular Indian-language UI and one-tap WhatsApp approve / reject buttons are not in current release. Today the i18n stack covers en, de, es, fr, ar, pt-br, zh-hans, zh-hant, it.

See retail solution
Categories built-in

10+ categories with policy rules and accounting treatment.

Each category has its own policy rules, approval routes, and chart-of-accounts mapping. Configurable per cost centre.

Travel

Per-diem caps by city tier. Hotel + flight + ground all in one trip envelope.

See policies

Client entertainment

Manager pre-approval above threshold. Vendor + GSTIN captured.

Talk to sales

Telecom

Monthly cap with carrier list. Personal usage policy auto-applied.

See policies

Fuel + mileage

₹15/km default. GPS-tracked actuals optional. Vehicle ownership verified.

See policies

Training

Pre-approval workflow. Reimbursement against course completion.

Talk to sales

Software subscriptions

VP approval above threshold. License count and renewal date tracked.

Talk to sales

Why this matters

Reimbursement is small money, except when it's not.

Multi-attachment claims
ReimbursementMultipleAttachment + ReimbursementFile capture multiple supporting documents per claim.
Approval workflow
Pending → Approved or Rejected with manager sign-off. Threaded comments. Audit log on every transition.
Payroll handoff
Approved expenses pop into the next payroll cycle. No re-keying.
Loan accounts alongside
Loans tracked separately, excluded from TDS calc base. Settle through payroll.
Excel export
Filter, slice, export reimbursement and loan registers to Excel for accounting.
Honest about gaps
OCR, GST extraction, corporate card sync, Tally / Zoho / QB direct connectors and per-diem caps are on the roadmap.
Frequently asked

Questions about expenses.

Not in current release. Today the employee submits the receipt as an attachment and enters the line-item details (vendor, amount, date) manually. Automatic OCR with vendor / GSTIN / HSN extraction is on the roadmap.
Direct integration with HDFC / Axis / ICICI corporate-card feeds is on the roadmap. Today reconciliation is manual against statements.
A standalone LoanAccount model. Excluded from the TDS calculation base. Reimbursement records can offset against a LoanAccount, settling the balance through payroll. Grace-period / moratorium tracking is not packaged today.
No native integration today. Excel import / export is the working path for moving data either way. Concur / Zoho Expense connectors are on the roadmap.
Not as a packaged feature. Per-diem caps, mileage rates and a full expense-category master with policy caps are on the roadmap. Today we recommend modelling caps via approval routing and per-organisation custom roles, with the trade-off that policy violations are caught by the approver rather than blocked at submission.
Every expense line captures GSTIN, HSN/SAC, IGST/CGST/SGST splits, and place-of-supply. Monthly export to your CA includes all eligible input credit, flagged exclusions (composition scheme, missing GSTIN), and reconciliation summary.

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