Expense Claims

Simple Time allows team members to submit expense claims for costs incurred while working. Whether it is materials purchased for a job, parking fees, or meals during a long shift, expenses can be recorded and submitted for reimbursement.

Submitting an Expense Claim

1. Open Expenses & Mileage from the Time section of the sidebar.
2. Open My Claims and click Add Expense.
3. Fill in the details:
   • Date — When the expense was incurred.
   • Reimburse To — The employee who should be reimbursed.
   • Item Name — A short label such as Fuel, Supplies, or Parking.
   • Total — The amount to reimburse.
   • Details — Optional context for the reviewer.
4. Attach a receipt image, or enter the details manually.
5. Click Submit Claim.

Receipt Photos and AI Scanning

Simple Time supports uploading receipt photos directly from your phone's camera or from your device's photo library. Attaching a receipt makes the approval process faster and keeps your records complete.

When you upload a receipt photo, AI reads the image and fills in the date, item name, total, and details. Auto-filled fields show a sparkle icon so you can review them. Editing a field removes its AI-filled marker.

Reviewing Expense Claims

Your own expenses appear under My Claims, where you can filter by status or claim type. Owners and managers use the separate Team Claims tab to review organization claims without mixing them with their own.

Approval Workflow

Claims move through four states:

• Submitted — Waiting for review
• Approved — Accepted and waiting to be paid
• Rejected — Declined with a reason
• Reimbursed — Payment has been recorded

Owners and managers can approve, reject, or mark claims reimbursed individually or in batches from Team Claims.

Tips

• Submit expenses promptly while the details are fresh.
• Always attach a receipt photo to speed up approval.
• Check My Claims after review to see whether a claim was approved, rejected, or reimbursed.