Expense claims software without the shoebox of receipts.
Employees snap receipts on their phone, managers approve in a click, and approved claims flow straight into payroll - all inside workit.
Overview
My Expenses
Awaiting approval
$412
In wallet
3
Paid this year
$2,180
Client lunch · receipt read by AI
Meals · GST calculated
Site visit mileage
Return trip · cents per km
Company card transaction
Explain card spend
New claim
Capture, claim, approve, pay
From receipt photo to pay run.
Expense claims software in workit covers the whole claim lifecycle - capturing receipts, claiming expenses, mileage and per diem, checking your expense policy, approving and reimbursing through payroll.
Because claims use the same managers, departments and cost centres as the rest of workit, every claim reaches the right approver and lands in the right pay run.
Inside the module
Everything expense claims need.
Receipts, claims, policy, approvals, company cards, payroll and reporting - in one expense claims software module.
Receipt capture
- Snap receipts on your phone - scan a QR code, no sign-in or app download needed
- Text or email the capture link to an employee's mobile or inbox
- Upload from desktop: drag and drop photos or PDFs up to 10 MB each
- AI receipt reader fills in merchant, date, amount and GST automatically
- Receipt wallet to keep receipts as you go, then claim when ready
- Duplicate receipt detection and retention to meet ATO record-keeping rules
Claiming expenses
- Three expense types: receipted expenses, mileage and per diem
- Mileage at cents-per-kilometre rates by vehicle type, return trips, kilometres claimed this year and optional yearly caps
- Per diem daily travel rates with automatic deductions for provided meals
- Automatic GST at 1/11, configurable by category and currency
- Foreign currency converted at the daily exchange rate
- Cost centre splits, client and billable tracking, and attendee capture
- Duplicate a previous claim or withdraw a submitted claim to change it
Built-in expense policy
- Real-time policy checks with warnings or hard blocks before submission
- Category and monthly limits, with the choice to warn or block
- Receipt thresholds (ATO-aligned default) with a reason for no receipt
- Checks for duplicates, old or future dates, weekends, high GST, missing details and splits that don't add to 100%
- "Too old to claim" reminders before the claim deadline
- Your written expense policy shown right on the claim, plus FBT flagging
Approvals
- Manager approves first, then rule-based extra approvers
- Add approvers by claim amount, category, cost centre, department or client
- Approver types: manager, manager's manager or a named person
- Fallback approver, and nobody approves their own claim
- Approve, decline, return for changes or reallocate - with comments
- Line-by-line decisions, recoding before approval and bulk approve
- Reminders, escalation and delegation shared with workit's approval settings
Company cards
- Card register matching cards to cardholders by last four digits
- Statement import from CSV, OFX, QFX or QIF with column mapping, preview and duplicate skipping
- Automatic cardholder matching so transactions reach the right person
- Cardholders add transactions to a claim or mark them as personal
- Personal spend tracked through to repayment
- Reconciliation with a coded CSV export for finance
Payroll and reimbursement
- Approved claims added to the next Xero draft pay run as reimbursements
- Optionally auto-send approved claims to Xero
- CSV export for any payroll, then mark claims paid
- Payment tracking: approved, sent, exported and paid, with dates
Dashboards, insights and reporting
- My Expenses hub: open claims, drafts, wallet receipts, card spend to explain and amounts awaiting, approved or paid
- Admin overview with a "Needs attention" list
- Insights: monthly trend, spend by category and department, top spenders, common policy flags, days to approve and reimburse, kilometres claimed
- Ready-made reports by cost centre, client, cardholder and employee
- Dashboard widget with a "New claim" shortcut; views for me, my team or everyone
Admin and setup
- Expense categories with GL code, GST, limits, icon and rules
- Mileage and per diem rate tables
- Claim number prefix, e.g. EXP-00001
- Draft reminders for claims left unsubmitted
- Switch the module on or off - nothing extra to install
Feature list
Expense claims software features
Every feature below is included in your workit subscription - no per-module upgrades, no hidden costs.
| Feature | What it does | Included |
|---|---|---|
| Phone receipt captureScan a QR code or text/email link - no sign-in or app download | Scan a QR code or text/email link - no sign-in or app download | |
| AI receipt readerFills in merchant, date, amount and GST automatically | Fills in merchant, date, amount and GST automatically | |
| Receipt wallet & duplicate detectionKeep receipts as you go; flags receipts already used | Keep receipts as you go; flags receipts already used | |
| Receipted, mileage and per diem claimsCents-per-km rates, yearly caps and meal deductions | Cents-per-km rates, yearly caps and meal deductions | |
| Automatic GST & foreign currency1/11 GST by category; daily exchange-rate conversion | 1/11 GST by category; daily exchange-rate conversion | |
| Cost centre splits & billable trackingSplit by percentage; tag clients and attendees | Split by percentage; tag clients and attendees | |
| Built-in expense policyReal-time warnings or hard blocks, limits and receipt thresholds | Real-time warnings or hard blocks, limits and receipt thresholds | |
| FBT flagging & ATO retentionMark FBT categories; keep receipts for set years | Mark FBT categories; keep receipts for set years | |
| Rule-based approval routingBy amount, category, cost centre, department or client | By amount, category, cost centre, department or client | |
| Line-by-line decisions & recodingDecline single lines, recode before approving, bulk approve | Decline single lines, recode before approving, bulk approve | |
| Company card reconciliationImport CSV/OFX/QFX/QIF statements and match cardholders | Import CSV/OFX/QFX/QIF statements and match cardholders | |
| Xero payroll reimbursementApproved claims added to the next Xero draft pay run | Approved claims added to the next Xero draft pay run | |
| CSV export & payment trackingExport for any payroll and mark claims paid | Export for any payroll and mark claims paid | |
| Insights and reportsSpend trends, top spenders, policy flags and days to reimburse | Spend trends, top spenders, policy flags and days to reimburse | |
| Full claim historyAudit trail of every submission, decision, export and payment | Audit trail of every submission, decision, export and payment |
Built for Australia
GST, ATO and FBT handled.
Automatic GST, ATO-aligned receipt thresholds and retention, the cents-per-kilometre method and FBT flagging are built into the expense claims software from day one.
AI receipt reader
Merchant, date, amount and GST filled in from the photo.
Receipt wallet
Keep receipts as you go and claim when you're ready.
Export for any payroll
Xero pay run integration, or CSV for everything else.
Full claim history
Every submission, decision, recode, export and payment recorded.
FAQs
Expense claims software questions, answered.
What is workit's expense claims software?
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Workit's expense claims software lets employees capture receipts on their phone, claim receipted expenses, mileage and per diem, and route claims for approval - with approved claims flowing straight into payroll, all inside the same platform as your employee records.
How do employees capture receipts in the expense claims software?
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Employees scan a QR code or open a texted or emailed link to photograph receipts - no sign-in or app download needed - or drag and drop files on desktop. The expense claims software's AI receipt reader fills in the merchant, date, amount and GST automatically.
Does the expense claims software enforce our expense policy?
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Yes. Expense claims software in workit runs real-time policy checks before submission, with category and monthly limits, receipt thresholds, duplicate and date checks, FBT flagging, and your choice to warn or hard-block.
How do approvals work in the expense claims software?
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Expense claims software routes each claim to the employee's manager first, then to rule-based extra approvers by amount, category, cost centre, department or client. Approvers can decline single lines, recode, return for changes or bulk approve, and nobody approves their own claim.
Does the expense claims software integrate with Xero payroll?
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Yes. Approved claims from the expense claims software are added to the next Xero draft pay run as reimbursements - automatically if you choose - or exported as CSV for any other payroll system and marked paid.
Can the expense claims software handle company cards?
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Yes. Expense claims software in workit imports CSV, OFX, QFX or QIF card statements, matches transactions to cardholders, lets them explain spend or mark it personal, and supports reconciliation with a coded CSV export.
Is expense claims software included in workit's price?
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Expense Claims is one of workit's 19 modules, and expense claims software is included in the standard $5 per employee per month price with no lock-in contracts.
See expense claims in workit.
Walk through receipt capture, policy checks, approvals and Xero reimbursement with our Australian team.
Book a demoPairs well with
Expense claims work better connected
Claims use the same people, managers and payroll as the rest of workit.