Expenses submitted by employees

A person invited with the Employee role (see Invite someone to your business) lands in the employee workspace and sees only the expenses they submitted themselves. They see no other business data. Each expense reaches you as a draft marked “employee”, and you complete the expense type and approve it as usual.

What the employee does

Choose the screen you use for SmartBill:

Desktop

1. In the employee workspace open My expenses.
2. Choose Add expense, then Choose from gallery, Choose a file or Without a file.
3. Fill in Amount, Vendor name and Document date. A document number and notes are optional.
4. Choose Send to employer. The status changes to Sent to employer.

Mobile app

1. In the employee workspace tap My expenses.
2. Tap Add expense, then Take a photo, Choose from gallery, Choose a file or Without a file.
3. Fill in Amount, Vendor name and Document date.
4. Tap Send to employer.

If you attach a receipt, wait for the upload to finish and compare any automatically filled details with the document. On a wide desktop the receipt appears beside the form; on mobile it appears above the fields.

The amount must be greater than zero and the document date is required before sending. Until the employer processes the expense the employee can choose Take back for editing, fix it and send again. To delete a sent expense, take it back for editing first; deleting it also removes its receipt and cannot be undone. After approval the expense is locked for the employee and shows as Approved.

What the employer does

The expense appears in your expense list as a draft with an employee icon in the source column. Open it, choose an expense type, complete any missing details and approve it like any other expense. The attached receipt stays with you even if the employee is later removed from the business.

Next steps

Review an expense · Invite someone to your business