Britixo CRMBritixo CRM Enterprise Help Centre
Accounting & Bookkeeping · How-to guide

Create, submit and review a claim

Record a staff reimbursement request with project, category, amount, accounts and evidence before sending it for approval.

Audience: Authorised staffFeature: Claim requestModule v1.4.5
Feature pathAccounting → Claims → New Claim
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Claims: Create. 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

Record a staff reimbursement request with project, category, amount, accounts and evidence before sending it for approval. 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 add_claim action creates a claim and submit_claim_for_approval starts the approval process. Editing is supported before or according to status permissions.

The booking ledger entry establishes expense and payable when the workflow reaches the appropriate stage. Reimbursement later clears the payable.

Draft claims can correctly show no ledger entries yet.

Step-by-step workflow

  1. Choose New Claim.
  2. Select project, category and claimant.
  3. Enter date and amount.
  4. Choose the expense debit and staff-payable credit accounts.
  5. Add description and reference.
  6. Upload receipts.
  7. Save and Submit for Approval, then review the detail page.

Important fields and decisions

Project and categoryClassify the business purpose.
Staff claimantPerson entitled to reimbursement.
Claim date and amountUse actual eligible spending.
Debit expense accountClassifies the cost.
Credit payable-to-staff accountRecords the liability.
AttachmentsReceipts or supporting files.
DescriptionExplains purpose and business justification.

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 claim unsupported personal spending.
  • Do not submit the same receipt twice.
  • Use the correct project category.
  • Keep sensitive receipt data limited.
  • 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:expensereconciliationcheckbudgetproject budgetclaimreportapprovalmappingdouble-entryimprest
Approve, reject and reimburse a claim →Manage claim refunds and ledger entries →Configure project budget categories →Configure Accounting approval workflows →Accounting budgets overview →Create an Accounting budget →