Spend manager
Claim it. Approve it. Pay it. Prove it.
Out-of-pocket expenses, per diem and mileage in one place: employees file with receipts, your admin approves, and every reimbursement ends with the bank UTR on the record.
- Receipts and per diem
- Admin approval
- UTR-tracked payment
- CSV, XLSX and PDF exports
For employees
File a claim in minutes, know where it stands
No spreadsheet, no email chain. Add the expenses, attach the receipts, submit, and watch the status until the money lands.
Expenses with receipts
Add each expense, attach a photo or PDF of the receipt from your phone or desktop, and submit them together as one claim.
- Camera capture on mobile
- Foreign-currency expenses with your exchange rate
- Optional tax amount per expense
Per diem and mileage
Pick a destination and dates, or enter kilometres. The amount comes from your company rate, so there is nothing to argue about.
- Rate looked up by destination and grade
- Short days counted as your policy says
- Rate saved on the claim, so later changes never alter it
Rules before you spend
See category limits, the receipt threshold and the submission deadline up front, and get a flag while you edit rather than a rejection later.
- Over-limit, missing-receipt and late flags
- Possible duplicates caught
- Add a short justification and submit anyway
Status you can follow
Submitted, changes requested, approved, paid. You are notified at each step, and a paid claim shows the UTR, date and mode.
- Notified at every step
- Withdraw while still under review
- Copy a past claim into a new draft
How a claim moves
From receipt to UTR
- 01
Employee files
Expenses, per diem and mileage go into one claim with receipts attached.
- 02
Policy checks
Limits, receipts, duplicates and late claims are flagged, and flagged lines carry a justification.
- 03
Admin decides
Approve in full or reduce a line with a reason, ask for changes, or reject with a reason.
- 04
Paid and proven
You pay from your own bank and record the UTR, date and mode. The employee sees it, and finance has it in the ledger and audit pack.
For company admins
Approve with context, pay with a record
An approval queue that shows the risk
Every submitted claim, oldest first, with its flags and receipts beside it. Clean claims can be approved in bulk; flagged ones get a proper look.
- Reduce an amount with a reason
- Request changes with a note
- Nobody approves their own claim
Payment recorded, not processed
Money moves from your bank, outside the platform. You record it here against the UTR, so reimbursement is never a verbal promise.
- A UTR can be used for one employee only
- Part payments and one transfer for several claims
- A wrong entry is voided, never edited
Bank details kept private
Employees add their own account details. The number is stored encrypted and shown to admins only when they are about to pay.
- Stored encrypted at rest
- Masked everywhere else
- Every reveal is logged on the claim
A history that stands up to audit
Each claim keeps a timeline of who did what and when, and can be downloaded as an audit pack with its receipts list and payment details.
- Audit pack and payment voucher as PDF
- Closed-month override needs a reason
- Receipts open only through short-lived links
Dashboard and reports
See the spend, then export it
A live view of approved spend, what is waiting for approval, what is waiting for payment and what has been reimbursed. Break it down by category, department and employee, and take the same numbers out as a file.
- Pending approvals and ageing at a glance
- Spend by category, department and top spenders
- Booked travel can be shown beside expenses
- Date presets that follow the April to March financial year
Reports and exports
The numbers finance asks for
Nine reports
Expense register, spend by employee, department and category, reimbursement ledger, approval ageing, policy exceptions, per diem and budget against actual.
- Filter by date and employee
- One definition behind screen and file
- Totals match the dashboard
CSV, Excel and PDF
Every report downloads as CSV, XLSX or PDF. Amounts are real numbers and dates are real dates, ready for a spreadsheet.
- Opens correctly in Excel
- Summary and detail sheets
- Each export is logged
Accounting-ready file
A flat export of approved lines with GL code, cost centre, tax and claim number, to import into your accounting tool. A file, not a live link.
- Optional GL code per category
- Cost centre and project tags
- Payroll export for payroll-paid reimbursements
Budgets and month close
Set a budget by company, department, category or tag. You are alerted in the app at 80% and 100%, and a closed month needs an override reason to approve into.
- Monthly, quarterly or yearly budgets
- Alerts at 80% and 100%
- Close a month once the books are final
Controls
Built so nothing slips through
- The employee cannot set a per diem or mileage amount
- Two admins cannot both record the same payment
- A UTR cannot be reused against another employee
- Employees see only their own claims
- One company can never see another company
- Receipts are private and open through short-lived links
- Totals are recalculated on the server at submit
- Every status change is on the claim timeline
Scope, stated plainly
Spend Manager records and tracks reimbursements; it does not move money. You pay from your own bank and enter the UTR. Amounts are entered by the employee, so there is no automatic receipt reading. There are no corporate cards, and the accounting export is a file you import rather than a live connection to your accounting or ERP software.
Questions
Spend Manager questions
Who approves claims?
Your company admin. A claim can be approved in full, approved with a reduced amount and a reason, sent back for changes, or rejected with a reason. Nobody can approve their own claim unless you have a single admin and have turned that setting on.
Does the platform pay the employee?
No. You pay from your own bank by NEFT, IMPS, RTGS, UPI, cheque or payroll, then mark the claim completed with the UTR, date and mode. The employee sees that record on their claim.
How is per diem worked out?
Your admin sets daily rates by city, country or zone, optionally by grade. The employee picks a destination and dates and the amount is calculated from the rate in force on each day. The rate used is saved on the claim, so changing a rate later does not alter past claims.
Can we keep travel booked on the platform separate from expense claims?
Yes. Travel booked through TravelDesk is billed to the company and cannot be claimed again as an expense. The dashboard can show booked travel beside expenses if you want a combined view.
What can we export?
Any report as CSV, XLSX or PDF, a payroll file of approved reimbursements, and an accounting-ready file with GL codes. Exports follow the filters you set and every export is logged.
Is there a limit on claims or receipts?
Each receipt can be a photo or PDF up to 10 MB. Claims are kept for as long as your account is active, with the full history intact.
Is it included with the platform?
Spend Manager is part of the portal for every company. Ask us for a demo and we will walk through it with your own policy.
Ready to see it on your own travel programme?
Walk through the platform with our team, using your routes, your policy and your approval chain.