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Expense reports let employees submit expenses made on behalf of the company (travel, meals, materials), upload receipts and get reimbursed.
Expense report with items and receipt photos

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Employee flow

1

New expense report

From mobile or web app → HR → Expenses → + New. Title (e.g. “Milan customer trip 12-14 January”).
2

Add items

For each expense:
  • Date
  • Amount
  • Category: transport, meals, lodging, materials, etc.
  • Receipt: photo or PDF (with automatic OCR prefilling date and amount if possible)
  • Project (optional, for allocation)
  • Description
3

Submit

When complete, click Submit for approval.

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Receipt OCR

Receipt photo with auto-extracted data
Take a photo of the receipt → Arya recognises (AI):
  • Merchant
  • Date
  • Total amount
  • Separate VAT
  • Category (inferred from merchant type)
Consumes AI credits. You can review and correct before saving.

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Approval

1

Manager receives report

Dashboard notification.
2

Reviews items

Checks: company policy, category max amounts, project consistency.
3

Approves or returns

  • Approve all: report ready for payment
  • Partial approval: some items rejected with reason
  • Return: for clarification

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Payment

Approved report → enters payment queue:
Generate SEPA flow for multiple payments. Upload to bank portal.

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Company policy

1

Configure policy

Settings → HR → Expenses → Policy → define:
  • Max amounts per category (meals, hotels, taxis)
  • Forbidden categories
  • Required documents (fiscal receipt vs general receipt)
2

Arya enforces

If an item violates policy, Arya flags it to the employee before submission and to the manager on approval.

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Accounting integration

Approved expense reports generate automatic accounting entries:
If allocated to a project, they contribute to the project actuals.

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Frequently asked questions

Arya converts at the daily expense rate. Any differences at reimbursement are managed as financial charges.
No, only their own. Managers see their team. HR Admin sees all.