Expense Management & Approvals

Expenses without a system become fraud without intention

When team members pay business expenses from their personal accounts and submit receipts informally, you lose visibility, create accounting chaos, and make reconciliation a nightmare. Proactiq's expense module fixes this end-to-end.

The expense lifecycle

Every expense in Proactiq moves through a defined workflow:

1. Draft — Employee creates the expense and attaches a receipt
2. Submitted — Sent to a manager for review
3. Approved / Rejected — Manager acts on it. Employee gets an email notification automatically.
4. Reimbursed — Finance marks it paid. Employee gets a second notification.

Submitting an expense

Go to Expenses → New expense. Enter the title, amount, category, and date. Attach a receipt photo using the file upload — this is now stored permanently in Cloudinary and linked to the expense record.

Expense categories

Common categories to set up: Travel, Meals & Entertainment, Software & Subscriptions, Office Supplies, Client Gifts, Training & Development, Communication. Good categories make your P&L readable and your tax filing straightforward.