Expense & Reimbursement

What it is

A template for companies with field teams and frequent travel to manage receipts, expense reports, travel advances and reimbursements in one place. Employees log expenses from the phone with a receipt photo, managers and finance approve in separate queues, and the dashboard shows what is awaiting approval, what is left to pay, this month's spend by cost center and what is out of policy. It comes with sample data from Northline Logistics Inc., a fictional company.

Who it's for

• Mid-size companies with sales, operations or fleet teams that travel and visit clients
• Employees who need to log expenses and attach receipts quickly from the phone
• Managers who approve their team's expense reports
• Finance teams that check the expense policy, pay reimbursements and track advances
• Leaders who follow spend by employee, cost center and category

What you can do

• Log an expense in My expenses with a receipt photo or PDF, amount, date, category, vendor, receipt number and description
• Group unassigned expenses into an expense report and follow its current stage on a progress line
• Approve, return for changes or reject reports with a required reason in the manager and finance queues, disallowing items one by one
• See items over the policy limit or missing a receipt highlighted, with the employee's justification
• Track travel advances with balance, linked report, amount to return and overdue settlements
• Record reimbursement payments by ACH, check or payroll and keep a receipt-style payment view
• Follow on the Dashboard the amount awaiting approval, to pay, paid this month, spend this month vs. budget, out of policy and open advances
• Analyze spend by employee, cost center and category, the share within policy and the average time to pay

App features

How it works

In Settings, set up the company, cost centers with budgets, categories with limits, vendors and employees with role and manager. The employee logs expenses with the receipt photo and creates an expense report in Draft.

On submit, the report goes to the employee's manager, who approves, returns it for changes or rejects it with a reason. After the manager approves, finance reviews it and approves or rejects.

In Payments, finance records the payment and the report moves to Paid, with any advance used already deducted. Each decision creates an approval record and is written to the Activity log.

How to set up this template

1. 1
   Click Use App

   Create your Jestor account and install Expense & Reimbursement. It works on desktop and mobile.

2. 2
   In Settings

   In Settings, set up the company, cost centers with budgets, categories with limits, vendors and employees with role and manager.

3. 3
   The employee logs expenses with the receipt photo and creates

   The employee logs expenses with the receipt photo and creates an expense report in Draft.

4. 4
   On submit

   On submit, the report goes to the employee's manager, who approves, returns it for changes or rejects it with a reason.

Integrations and customization

The template works on desktop and mobile and can be adapted without code.

• Works in the desktop and mobile browser; on mobile there is a bottom bar with Dashboard, My expenses, a "+" button for a new expense, Approvals and More, and the attachment opens the camera.
• Dark mode follows the Jestor theme automatically.
• Amounts in US dollars and dates in MM/DD/YYYY format.
• Administrator, Finance, Manager and Employee roles define what each person sees; users who are not in Employees sign in as Administrator.
• Categories, limits, cost centers, budgets and fields can be adapted in Jestor without code.
• The template does not read receipts automatically or send bank payments: receipt details and payments are recorded by the team.

And that's just the start: you can edit any part of this template and go much further just by asking Jestor's AI. Describe what you need, like a new field, automation, report or integration, and the AI builds or adjusts it for you, no code required.

Frequently asked questions