Expense Management FAQs

Expense Management in KEBS is the Expense Claims and Advance Process feature within the Resource Management module. It enables employees to raise expense claims, request advances, and track reimbursements through a structured workflow. The module ensures that all business related expenses are captured, reviewed, and reimbursed in a transparent and timely manner.

To access it, navigate to Resource Management > Expense Claims.

To raise a new expense claim, navigate to Resource Management > Expense Claims > New Claim. Enter the expense details such as category, amount, date, and project reference, attach the receipt or invoice as supporting proof, and submit. The claim is automatically routed to the configured approver based on workflow rules.

Yes. KEBS supports the full Advance Process, allowing employees to request funds upfront for upcoming business expenses such as client visits, travel, or events. Navigate to Resource Management > Expense Claims > Advance Request, enter the purpose and amount, and submit for approval. Once approved, the advance is reconciled against actual expense claims later.

KEBS supports a wide range of business expense categories, including:

• Travel: Flights, trains, taxis, and local conveyance.
• Accommodation: Hotels and lodging during business trips.
• Meals and Entertainment: Client meetings and team meals.
• Office Supplies: Stationery, books, and other work materials.
• Communication: Mobile, internet, and connectivity expenses.
• Project Specific: Costs linked to specific client projects.

Custom expense categories can also be configured by administrators.

While creating an expense claim, use the Attach option to upload receipts, invoices, or bills directly from your device. KEBS supports common formats such as PDF, JPG, and PNG. Each attached document is stored securely within the claim record for audit and compliance purposes.

KEBS uses a multi level approval workflow. Once an employee submits a claim, it is routed to the reporting manager, project owner, or finance approver based on the configured policy. Approvers can review claim details, view receipts, and either approve, reject, or send the claim back for revision. All actions are logged in the audit trail.

Yes. Every submitted claim has a real time status indicator showing whether it is Pending, Approved, Rejected, or Reimbursed. Navigate to Resource Management > Expense Claims > My Claims to view the complete history and current status of all your submissions.

Yes. While submitting a claim, you can tag it to a specific project, client, or task. This enables project managers to track billable and non billable expenses against each engagement, and helps the finance team allocate costs accurately. Project linked expenses are also reflected in project profitability reports.

Once an expense claim is approved, it moves to the finance team for reimbursement processing. KEBS integrates natively with the Finance module and payroll systems, allowing reimbursements to be processed either through payroll or as a direct bank transfer based on company policy. Employees receive notifications when reimbursement is initiated.

Yes, but only if the claim has not yet been approved. Navigate to Resource Management > Expense Claims > My Claims, locate the claim, and select Edit or Cancel from the action menu. Once a claim is approved or reimbursed, it can no longer be modified.

If an approver rejects a claim, KEBS notifies the employee with the reason for rejection. The employee can then revise the claim by updating the details or attachments and resubmit it for approval. All rejection comments are stored in the claim history for transparency.

Yes. Administrators can configure expense policies including category wise spending limits, daily allowances, and approval thresholds. KEBS automatically flags claims that exceed policy limits, ensuring compliance with internal financial controls. Policies can be set under Settings > Expense Management > Policies.

Yes. KEBS supports multi currency expense submissions, which is especially valuable for organizations with global operations or employees traveling abroad. Employees can submit claims in the local currency, and KEBS automatically converts them to the base currency using configured exchange rates for approval and reimbursement.

Expense Management is natively connected to the KEBS Finance Management module. Approved claims flow directly into the finance system for reimbursement, accounting, and ledger updates. This eliminates manual data entry, reduces errors, and ensures real time visibility of expense data in financial reports.

Yes. KEBS offers plug and play integration with accounting platforms such as QuickBooks, Zoho Books, Tally, SAP, Oracle NetSuite, and Microsoft Dynamics 365. Expense data, approvals, and reimbursements are synchronized seamlessly, ensuring a single source of truth across systems.

KEBS provides a range of expense reports to support finance teams and managers, including:

• Expense Summary Report by employee, project, or category.
• Pending Approvals Report.
• Reimbursement Status Report.
• Policy Violation Report.
• Advance Reconciliation Report.

Reports can be exported in CSV, Excel, or PDF format for offline review.

Yes. KEBS is ISO 27001 certified, AICPA SOC 2 Type 2 compliant, and GDPR aligned. All financial and expense data is protected through encryption, strict access controls, and full audit transparency, ensuring confidentiality and regulatory compliance.

Access to expense claims is governed by role based permissions. Employees can view their own claims, reporting managers can view and approve claims of their team members, project managers can review project linked claims, and finance teams have full visibility for processing and audit. Permissions can be configured under Settings > Roles & Permissions.

Yes. KEBS provides full mobile access for expense claim submission and tracking. Employees can capture receipts using their mobile camera, submit claims on the go, and check approval status in real time, making expense management convenient for traveling and field employees.

Getting started is simple. Request a demo through the KEBS website and our implementation team will guide you through expense policy configuration, approval workflow setup, integration with finance systems, and user training. Most organizations can roll out the Expense Management module within a few weeks and start realizing time and cost savings immediately.