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Orbit Finance
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App guides · Expense Claims

How to claim back out of pocket expenses

Expense Claims tracks money staff spend personally for the business. Start a claim, add receipt lines, approve the total, and reimburse the person. Only the reimbursement step posts to your accounts. Draft and approved claims are just paperwork and do not affect your Profit and Loss.

Checked against Orbit Finance · 6 November 2026

What is Expense Claims for?

This module is for money a person spent out of their own pocket on the company's behalf. It is not for supplier bills, which you record in Purchases. A claim is a folder with many lines, one receipt per line, and one total. It moves through Draft, Approved, and Reimbursed states. Only the Reimbursed state touches your accounts. When Orbit HR is connected, this screen becomes read-only history and staff claims are recorded in Orbit HR instead.

How do I start a claim?

  1. Press New claim.
  2. Type a Title you will recognise later, for example June site visit.
  3. Pick the Employee who paid, or leave it on No employee (company expense).
  4. Press Save to open the claim page.
  5. Press Add expense and scan or type the receipt details.
  6. Check every field a scan filled in, as a scan is only a first draft.
  7. Press Save and repeat Add expense for each receipt.

How do I approve a claim?

  1. Open the claim from the list.
  2. Check the total at the bottom right against the receipts.
  3. Press Approve, which only lights up once the claim has at least one line.
  4. The badge changes to Approved and the lines lock against further edits.

How do I reimburse and post the cost?

  1. Pay the person by transfer or cash.
  2. Open the claim and press Reimburse & post.
  3. The badge changes to Reimbursed and the claim locks for good.
  4. Open Cash In & Out to find one new money out row for every line.
  5. Reimburse & post also works on a Draft claim, so if approval matters in your office, approve first: the app does not enforce it.

How do I delete a claim?

  1. Open the claim and press the red bin button at the top right.
  2. Read the warning, then press Delete.
  3. If the claim was reimbursed, check Cash In & Out to confirm the rows are gone.
  4. Deleting a reimbursed claim wipes every posting it made. To correct one wrong line, fixing that single cash row in Cash In & Out is usually safer.

What this does to your books

Draft and Approved claims post nothing. Reimburse & post creates one money out row per line, charged to the line's category, with Cash & Bank (1000) as the other side. For example, a Petrol, Parking & Toll line posts debit Travelling & Transport (6090), credit Cash & Bank (1000). A line with no category goes to Administrative Expenses (6000). If business budget control is on and a line is over budget or unbudgeted, its cash posting waits in Automation. Deleting a reimbursed claim removes these rows.
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Questions, answered

Does approving an expense claim post to my accounts?

No, Approve posts nothing at all. It only changes the claim's status and locks the lines. An approved claim is a cost you have agreed to, not a cost you have recorded, so it remains invisible to every report until you reimburse.

What happens if I leave the category empty on a claim line?

The line does not fail, but it quietly lands in Other Expenses, which is Administrative Expenses (6000). This means your travel or marketing figures will come out too low because the cost is not in the correct account.

Can I use Expense Claims for supplier invoices?

No, if the invoice is addressed to your company and your company will pay it, that is Purchases, not a claim. Expense Claims is only for money a person spent out of their own pocket and is now owed back.