> ## Documentation Index
> Fetch the complete documentation index at: https://docs.arya.so/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense reports

> Employee reimbursements with receipts, approval, project allocation.

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

<Frame>
  <img src="https://mintcdn.com/agevole/BUuJGD62nuns4mJL/images/hr/en/expense-report.svg?fit=max&auto=format&n=BUuJGD62nuns4mJL&q=85&s=d18c4ad261afef743ccd81f1f6aa4184" alt="Expense report with items and receipt photos" width="1200" height="720" data-path="images/hr/en/expense-report.svg" />
</Frame>

## Employee flow

<Steps>
  <Step title="New expense report">
    From mobile or web app → **HR → Expenses → + New**. Title (e.g. "Milan customer trip 12-14 January").
  </Step>

  <Step title="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**
  </Step>

  <Step title="Submit">
    When complete, click **Submit for approval**.
  </Step>
</Steps>

## Receipt OCR

<Frame>
  <img src="https://mintcdn.com/agevole/BUuJGD62nuns4mJL/images/hr/en/expense-ocr.svg?fit=max&auto=format&n=BUuJGD62nuns4mJL&q=85&s=3c73c276c336444e4af016c004a1e0da" alt="Receipt photo with auto-extracted data" width="1200" height="720" data-path="images/hr/en/expense-ocr.svg" />
</Frame>

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.

## Approval

<Steps>
  <Step title="Manager receives report">Dashboard notification.</Step>
  <Step title="Reviews items">Checks: company policy, category max amounts, project consistency.</Step>

  <Step title="Approves or returns">
    * **Approve all**: report ready for payment
    * **Partial approval**: some items rejected with reason
    * **Return**: for clarification
  </Step>
</Steps>

## Payment

Approved report → enters **payment queue**:

<Tabs>
  <Tab title="Bank transfer">Generate SEPA flow for multiple payments. Upload to bank portal.</Tab>
  <Tab title="With payslip">Arya exports to payroll consultant → reimbursement included in next payslip.</Tab>
  <Tab title="Cash">Cash payment manually recorded.</Tab>
</Tabs>

## Company policy

<Steps>
  <Step title="Configure policy">
    **Settings → HR → Expenses → Policy** → define:

    * Max amounts per category (meals, hotels, taxis)
    * Forbidden categories
    * Required documents (fiscal receipt vs general receipt)
  </Step>

  <Step title="Arya enforces">
    If an item violates policy, Arya flags it to the employee before submission and to the manager on approval.
  </Step>
</Steps>

## Accounting integration

Approved expense reports generate automatic **accounting entries**:

```
Cost (per category, e.g. "Travel and expenses") @ Employee to pay
```

If allocated to a project, they contribute to the [project actuals](/en/projects/budget-and-margin).

## Frequently asked questions

<AccordionGroup>
  <Accordion title="How do I handle foreign currency expenses?">Arya converts at the daily expense rate. Any differences at reimbursement are managed as financial charges.</Accordion>
  <Accordion title="Can the employee see others' expenses?">No, only their own. Managers see their team. HR Admin sees all.</Accordion>
  <Accordion title="How do I link expenses to a customer (rebilling)?">Flag the item as "Rebillable to customer" → enters the next quote/invoice as passthrough.</Accordion>
</AccordionGroup>