Expense Claims and Leave Requests — Approved the Right Way

Real-World Control

What happens without HR approval enforcement?

Submit for approval on an expense claim — When an expense exceeds the configured threshold, the workflow is triggered automatically on submission. The employee clicks Submit — the system routes it to the right approver based on amount and department.

Expense Workflow

Full approval lifecycle on expense claims

1

Expense enters Waiting for Approval

Waiting for Approval state — expense — After submission, the expense shows a yellow 'Waiting for Approval' banner with the current approver's name. Approve, Reject, and admin override buttons are visible. The chatter logs every state change with timestamps.

2

Approver reviews the request

Approval Request — expense — The linked Approval Request shows the rule that triggered it, total expense amount, request date, and the Approval History table. An automatic email notification was sent to the approver at submission.

3

Approved or rejected — with full audit trail

Expense approved — Green 'Approved' banner confirms the expense passed all workflow levels and is ready for manager validation. Full audit trail in chatter.

Expense rejected — resubmit path — Red 'Rejected' banner with reason. The employee can correct and resubmit without admin intervention.

Configuration

Independent rules for expenses and leave — no code required

Configure separate approval chains for expense reports and leave requests. Set amount thresholds for expenses, leave-type conditions for leave, and assign different approvers per rule.

HR Approval Rule configuration — Rules can target Expense Reports or Leave Requests independently. Configure condition type (Amount Based or Always Apply), approval levels with SLA hours, and approver assignment per level.

Operational Impact

What changes after deployment

HR teams gain consistent, policy-compliant approval governance without adding manual overhead — every request follows the right path automatically.

• ✓Reduce unauthorized expense claims — every submission above threshold requires sign-off before validation
• ✓Enforce leave approval policy — no leave granted without the correct departmental sign-off
• ✓Full HR audit trail — every approval decision logged with user, timestamp, and reason

Pricing

Simple one-time pricing

Frequently Asked Questions