Use the mobile app to manage expense claims from start to finish, whether you’re building a claim from costs, adding items later, or reviewing claims before approval.
This guide explains the different ways to work with expense claims on mobile, depending on your role and permissions.
Important: To create expense claims in the mobile app, you must have the correct permissions:
Users with the Admin role can create expense claims by default.
All other roles must have the Create expense claims permission enabled.
If you do not have access, contact your account administrator to update your permissions.
How to create an expense claim from the Costs inbox
Use this method if you want to create an expense claim from existing costs items.
Log in to the mobile app.
In the Costs inbox, select the items to add by either:
Pressing and holding an item to show checkboxes, or
Tapping the actions (•••) menu in the top right corner and choosing Select items.
Tap the selection actions menu in the top right corner.
Select Create expense claim.
5. Enter the required claim details (owner, claim date).
6. Tap Create.
How to create an expense claim from the Expense claims inbox
Use this method if you want to start a claim from the Expense claims section.
Log in to the mobile app.
Tap Expense claims.
Tap the actions (•••) menu in the top right corner.
Choose Create expense claim.
5. Select the items to add using the checkboxes.
6. Tap Create.
7. Enter the expense claim details and tap Create.
Note: If there are no expense claims in your workspace, you can tap Create directly to select items for a new claim.
How to add items to an existing expense claim from the Costs inbox
In the Cost inbox, select the items to add by either:
Pressing and holding an item to show checkboxes, or
Tapping the actions (•••) menu in the top right corner and choosing Select items.
Tap the selection actions menu in the top right corner.
Select Add to expense claim.
4. Choose the expense claim.
5. Tap Confirm.
How to add items while viewing an expense claim
Log in to the mobile app.
Go to Expense claims.
Tap the expense claim you want to update to open it.
Tap the actions (•••) menu in the top right corner.
Select Add items.
6. Choose the items and tap Confirm.
How to add a single item you are viewing to an expense claim
Log in to the mobile app.
Open the item you want to add.
Tap the actions (•••) menu in the top right corner.
Select Add to expense claim.
5. Choose the expense claim and tap Confirm.
Expense claim approvals on the mobile app
There are two ways to submit and manage expense claim approvals in the mobile app, depending on whether approval workflows are enabled for your workspace:
Approval workflows enabled - use Request approval and manage claims from the Approvals tab.
No approval workflows - use Submit for approval and manually choose an approver.
Each process is explained separately below.
1. Requesting approval using approval workflows
Use this process if expense claim approval workflows are enabled in your workspace.
When an expense claim meets the criteria of a workflow, a Request approval option becomes available on the claim. Before requesting approval, make sure all required claim details and items are complete.
Once requested, the claim appears in the Approvals tab in the Expense claims inbox.
From there, the approver(s) defined in the workflow, or any Admin user with the required permissions, can review, approve, or reject the claim.
If you want to understand how approval workflows are configured and how approvers are assigned, see How expense claim approval workflows work.
How to request approval using a workflow
You can request approval in either of the following ways:
From the Expense claims inbox
Swipe right on the expense claim and tap Request approval.
From within an expense claim
Tap the expense claim to open it, then tap Request approval at the bottom of the screen.
Once requested, the claim appears in the Approvals section, where the approver(s) set in the workflow or (any Admin user) can review, approve, or reject the claim.
Approving expense claims from a workflow
If you have the required role and permissions, you can review and manage approval requests in the mobile app.
Review and action claims from the Approvals section
Tap Expense claims.
Open the Approvals section at the top of the Expense claims inbox.
From here, you have the following options:
Swipe right on a claim to Approve it.
Swipe left on a claim to view Reject and Cancel request options.
Follow the prompts to confirm your decision. You can add an optional comment before finalising.
Approve, reject, or cancel approval from within a claim
If you open a claim instead of using swipe actions:
Tap the expense claim to open it.
Review the claim details.
Open the actions (•••) menu in the top right.
Select Approve, Reject, or Cancel request.
(Optional) Add a comment, then confirm your decision.
2. Submitting expense claims for approval without workflows
Use this process if approval workflows are not enabled and approvers are selected manually.
How to submit an expense claim for approval
Tap Expense claims.
Open the expense claim you want to review.
(Optional) Open Summary to edit claim details or add a description.
(Optional) Open any item to edit item details.
Open the actions (•••) menu in the top right.
Select Submit for approval.
7. Choose an approver from the list.
8. Tap Submit.
You can also submit a claim from the Expense claims inbox by swiping the claim to the right and tapping Submit for approval.
How to approve an expense claim without workflows
Log in to the mobile app.
Tap Expense claims.
Open the expense claim you want to review.
Open the actions (•••) menu in the top right.
Select Approve claim.
You can also approve a claim from the Expense claims inbox by swiping the claim to the right and tapping Approve claim.
How to publish an expense claim
Log in to the mobile app.
Tap Expense claims.
Open the expense claim you want to publish.
Open the Summary section and add the publishing destination details.
Tap Publish.
Tip: Tap the Summary section to check the publishing destination details before publishing.
Alternatively, swipe the claim to the right in the Expense claims inbox and tap Publish.
