Bring travel requests, expense claims and approvals into one clear process.
Give employees a practical way to organise business travel and submit expenses. Help managers review requests, keep receipts with the claim and define a clearer handover to finance in your Microsoft environment.
Less chasing. More clarity from request to claim.
Scattered claims and approvals
- Requests arrive through separate emails and spreadsheets.
- Receipts become detached from the claim or need chasing.
- Employees ask for updates while managers check what is missing.
A controlled expense process
- Use a structured route for travel requests and expense submissions.
- Keep supporting receipts with the information being reviewed.
- Agree the approval stages and how people follow progress.
A clearer process for employees, managers and finance.
Simpler submissions
Give employees one starting point for their travel and expense information, with supporting receipts ready for review.
Consistent approvals
Define who reviews each request and what they need to check, helping managers make informed decisions.
A clearer finance handover
Agree what finance receives after approval, so the claim can move into the appropriate accounting process.
Bring the travel request together.
Plan the journey with the people who need to organise and approve it. Employees can create travel requests and access the relevant travel information through self-service.
- Create a request with the information needed to organise the trip.
- Use a defined approval route where your travel policy requires one.
- Make booking details and travel documents available to the traveller.
- Keep responsibility clear between employees, approvers and travel organisers.
Keep receipts with the claim.
Employees can photograph receipts on a smartphone and enter expenses through self-service. Bring the supporting information together while the details are still easy to recall.
- Capture receipt information from a phone, tablet or computer.
- Keep evidence alongside the expenses being submitted.
- Review the claim through the agreed approval process.
- Use a tailored demonstration to explore your receipt and expense requirements.
From receipt to a clear next step.
A typical claim journey brings submission, checks, approval and finance together. Agree the stages, ownership and status information around your expense policy.
Capture
The employee enters the expense details and attaches the supporting receipt.
Check
The designated reviewer checks the information against the agreed requirements.
Approve
The claim follows the configured approval route, with responsibility assigned to the right person.
Pass to finance
Approved information moves into the agreed finance process through the selected connection or handover method.
Fit the process to your finance environment.
Travel requests and expense approvals need a clear destination. If you use Business Central, Finance & Operations or another expense tool, start by agreeing which system owns each stage and what information finance needs. The available connection, data mapping and financial processing depend on your chosen setup.
Agree the handover before connecting.
Define the responsibilities on both sides of the process so employees, managers and finance know what happens next.
- Employees: provide the claim details and supporting receipts.
- Approvers: review the claim and record the decision.
- Finance: owns accounting treatment, posting and reimbursement.
- The connection: agree data fields, timing, validation and exception handling.
Your travel and expense questions, answered.
Can employees photograph receipts on their phones?
Yes. The Travel & Expenses module supports receipt entry from a smartphone, including photographs of receipts. Employees can also enter receipt information from a tablet or computer.
Can travel requests and expenses have different approval routes?
What happens if a claim needs correcting?
Can employees follow the progress of their claims?
How does this fit alongside Business Central or an existing expense tool?
Does approval automatically post or reimburse the expense?
Ready to see HR Management 365 in action?
Book a practical demonstration based on your Microsoft environment and current HR processes.