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Accounting & Bookkeeping · How-to guide

Claims and reimbursements overview

Submit staff expense claims, approve eligible amounts and record reimbursement or refund entries with project and category context.

Audience: Staff claimants, managers and finance staffFeature: ClaimsModule v1.4.5
Feature pathAccounting → Claims
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Claims: View. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Submit staff expense claims, approve eligible amounts and record reimbursement or refund entries with project and category context. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The module includes claim list, create/edit, detail, submit, approve, reject, delete and claim-refund add/edit/delete actions. Claim details show booking ledger entries and refund/reimbursement entries.

The form includes project, category, staff claimant, date, amount, debit expense account, credit payable-to-staff account and attachments.

Claim approval and payment are separate stages.

Step-by-step workflow

  1. Open Claims and filter by claimant, project or status.
  2. Review submitted amount, category, accounts and attachments.
  3. Approve or reject through the configured workflow.
  4. After approval, process the reimbursement.
  5. Review claim and refund ledger entries.
  6. Match the payment to the bank.
  7. Confirm final status and project budget impact.

Important fields and decisions

ClaimantStaff member requesting reimbursement.
Project and categoryConnect the cost to project controls.
Claim date and amountDefine the request.
Expense debit accountClassifies the eligible cost.
Payable-to-staff creditCreates the reimbursement liability.
AttachmentsSupport the claimed spending.
Refund paymentRecords reimbursement and clears the liability.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Do not reimburse a draft or rejected claim.
  • Require receipts according to policy.
  • Prevent duplicate claims.
  • Use the correct staff-payable account.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentexpensereconciliationcheckbudgetproject budgetclaimreportapprovalmappingdouble-entryimprest
Create, submit and review a claim →Approve, reject and reimburse a claim →Manage claim refunds and ledger entries →Configure Accounting approval workflows →Accounting budgets overview →Create an Accounting budget →