Who it’s for: Administrators
Platform: Web app (Sense HR & Automate)
Available on: Elite and above
Introduction
We offer an official Expenses feature in the mobile application, with AI-powered receipt scanning and policy reviewing, with a preconfigured request form.
The Expense Request - Custom Screen approval is an alternative workflow. This option lets admins fully customise the expense form, and employees can submit requests from a simple screen on their web profile or the ‘My Profile’ tile in the mobile app.
Because this alternative workflow uses a different data source from the main Expenses feature, using both at the same time can lead to inconsistent reporting. We don’t recommend enabling both.
How it works
Employees can find their Expense screen in their profile.
Here they can view all of their expense requests and also add a new record.
Once complete, the manager will receive an email and a Todo to review this request and either approve, decline or send for resubmission.
Once this has been actioned, the employee will get an email with confirmation and any comments the manager might have provided.
If the manager has selected to send back for resubmission, as well as the confirmation email, the employee will receive a task to edit and resubmit.
Screen customisation
This workflow comes with predefined questions and set permissions.
You have the ability to edit these questions using the Screen Designer. When making changes to the fields on this screen, it’s important to also update the Screen Variants.
Click here for an article on how to create or edit a screen, and scroll to the bottom of the page to learn more about Screen Variants.
When editing a screen that is related to a workflow, it is important to ensure that any requirements are taken into account. Please check the Requirements section of this article.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
When you deploy it, a Expenses screen will be added to the Employee Profile template - unless one already exists with the exact same name.
If your organisation already has a screen with this name, a new one will not be created. You can either rename/delete your existing screen, or you may just need to update it slightly to match the below requirements in order for the workflow to function properly (see the list below).
Requirements
When a screen is automatically added during workflow deployment, all required fields, permissions, and best-practice recommendations are included by default.
This section only applies if you already have this screen or plan to customise the preloaded version. It outlines which elements must remain unchanged for the workflow to function correctly.
Required Fields
Field Type | Field Name | Notes |
Radio button | Expense Authorisation | On the screen itself, this shouldn’t be mandatory or the employee can’t save their request. See 'Required Screen Variants' below. |
Rich text | Expense authorisation comments | This is used to show back in the email confirmation for the employee, therefore should not be changed. |
Required Screen Variants
Variant Name | Notes |
Employee | In this variant we define what the employee can view and edit if their request was sent back for resubmission. They should be able to edit any of the request fields, and only view the authorisation fields from the manager. |
Manager | In this variant we define what the manager can view and edit when approving/decline a request. They should be able to view all of the request fields, and edit the authorisation fields (these should also be |
Best Practice
For permissions we advise for employee's to only be able to add a new record. Once a request has been submitted and authorised, it should not be edited.