Expense claims: approve and pay back
You decide each claim, and paying it back writes itself into your books.
- Open Finance, then Expense claims. The page shows how many wait for you.
- Open a claim and look at the receipt.
- Press Approve and choose the kind of cost. Or press Do not approve and write why: the member reads it.
- When you have paid the member, press Record the payment. Choose where the money came from and the day.
Recording the payment adds "Money out" to your books by itself, with the member's name. You do not type it again.
A member without an account, or one who handed you a paper receipt? Press Add a claim for a member.
Recorded by mistake? Take the payment back in the claim's menu removes it from the books.
A claim for an event or a project shows on that page, under Costs members claimed. For a project, a claim you paid back also joins the project's money and counts against its budget.
A claim that has waited a week brings you a reminder, and another each week until someone decides.
Two people for bigger claims: open Finance, Settings, and under A second yes for bigger claims type an amount, such as 100. From then on a claim of that amount or more is approved only when two different people who look after the money have pressed Approve. After the first yes the others are told, and the member sees "One of two people has agreed". Either of them can still say no. Leave the amount empty and one person is enough. You need at least two people who look after the money besides the member who claims.
Another amount for a branch or a kind of cost: in the same box tap Add an amount, choose a branch or a kind of cost (such as Travel) and type its amount. Where a claim has an amount of its own, that one counts and not the general one; with two of its own, the lower one. The kind of cost is chosen when a claim is approved, so the page tells the person approving whether theirs is the first of two yeses.
Nobody decides or pays their own claim. Another person who looks after the money does it.
Try it with your own organisation
Free for up to 100 members, for as long as you like. No card, no sales call.