Expense Management
SODOO Expense Management ( hr_expense ) is an integrated module that lets employees enter business expenses into the system, managers approve them and the accounting department reimburse them…
- Creating an expense and attaching a receipt
- Managing the approval process
- Reimbursement and accounting integration
- Configuring expense policies
Overview
SODOO Expense Management (hr_expense) is an integrated module that lets employees enter business expenses into the system, managers approve them and the accounting department reimburse them.
Receipt Scanning
Send a photo of the receipt from the mobile app or by e-mail. Automatic data extraction with OCR.
Multi-Level Approval
Approval levels by amount. Manager → Finance → Accounting flow.
Accounting Integration
Approved expenses are transferred to the accounting entries automatically.
Reporting
Expense analysis by department, employee and category.
The Expense Process
Expense States
An expense record goes through these states:
- Draft - Created by the employee, not submitted yet
- Submitted - Waiting for approval
- Approved - Approved by the manager
- Paid - Reimbursed
- Refused - Not approved
Creating an Expense
Scenario: A Business Trip Expense
Situation: Your sales representative travelled out of town for a customer visit and incurred accommodation and transport expenses.
- Go to the Expenses → My Expenses → New menu
- Choose the expense type: "Accommodation" or "Transport"
- Enter the amount and the date
- Attach the photo of the receipt (Attachments tab)
- Write the details in the description field: "Visit to customer ABC - Ankara"
- Add it to an expense report with Create Report
- Send it for approval with the Submit to Manager button
Expense Fields
- Description: A short description of the expense
- Product: The expense category (Accommodation, Transport, Meals, etc.)
- Unit Price: The expense amount
- Quantity: Units (usually 1)
- Date: The date of the expense
- Employee: The person who incurred the expense (filled automatically)
- Paid By: Personal spending or company card
- Analytic Account: Cost centre or project
Expense Report
You can group several expenses in a single report:
- Create the individual expenses
- Select the expenses (checkbox)
- Click Action → Add to Report
- Choose an existing report or create a new one
- Send the report for approval
The Approval Process
The expense approval process can be configured according to company policies:
Basic Approval
- The employee's direct manager approves
- The approved expense is posted to accounting
Multi-Level Approval
- Up to ₺500: Direct manager
- ₺500 - ₺2,000: Department head
- Over ₺2,000: Finance director
Bulk Approval
Managers can approve pending expenses in bulk:
- Go to the Expenses → To Approve menu
- Review and select the expenses
- Click Action → Approve
Accounting Integration
Approved expenses are transferred to the accounting entries automatically:
Journal Entry
- Debit: Expense account (e.g. 760 - Marketing Expenses)
- Credit: Employee payable account or cash
Reimbursement
- Go to the Expenses → Expenses to Pay menu
- Select the expenses to pay
- Click Register Payment
- Choose the payment method (Bank transfer, Cash)
Expense Categories
Common expense categories and their accounts:
Accommodation
Hotel and guest-house costs. Account: 760 - General Administrative Expenses
Transport
Plane, train, taxi, fuel. Account: 760 - General Administrative Expenses
Meals
Business meals, daily allowance. Account: 760 or 770
Mileage
Use of a personal vehicle. A fixed rate per km.
Configuration
Expense Products
Accounting → Configuration → Expense Categories
- Create a new category
- Assign the accounting account
- Set the default tax rate
- Set the unit price policy (fixed/variable)
Approval Rules
Settings → Expenses → Approval
- Define the amount thresholds
- Set the approver roles
- Create automatic approval rules