Company spend and employee claims.
Track vendor bills and employee expense claims in one place. Vendors get paid directly; approved claims are reimbursed in the next payroll run. Both count toward the same expense accounts, so your monthly burn and your profit and loss always agree.
The expense posts to the account it is mapped to, the reimbursement joins the next run, and the project it belongs to carries the cost.
The screen
Company spend and employee claims, side by side.
Both use the same categories and the same two-stage approval. Switch between them with the tabs below.
What a person paid and is owed back. Approved claims are reimbursed through the next payroll run rather than by a separate transfer.
| Category | Description | Claimed by | Amount | Date | Status |
|---|---|---|---|---|---|
| Travel | Client site visit, three daysReceipt attached | A. Rahal | AED2,340.00 | 9 Jul | approved |
| Meals | Client dinner, four peopleReceipt attached | R. Haddad | AED620.00 | 12 Jul | pending |
| Travel | Airport transfersReceipt attached | A. Rahal | AED185.00 | 9 Jul | paid |
| Equipment | Replacement laptop chargerNo receipt attached | M. Al Suwaidi | AED240.00 | 17 Jul | rejected |
Both kinds post to the same expense accounts, so monthly burn and the profit and loss agree without anybody reconciling them.
Approved claims join the next payroll run.
The two paths
What happens after approval.
The two follow the same route until the last step. A vendor is paid directly. An employee is reimbursed through payroll, and because payroll runs in NearSync too, nobody has to arrange a separate transfer.
- Recorded against a vendor and a category
- Approved by the department, then by Finance
- Booked to its expense account, and the amount owed becomes a payable
- Paid to the vendor, which clears the payable
- Submitted by the person, with the receipt attached
- Approved by their manager, then by Finance
- Booked to the same expense account, with the reimbursement tracked
- Paid out with the next payroll run, so nobody arranges a separate transfer
The receipt stays on the claim.
The proof always stays with the expense, instead of getting lost in an inbox or a shared folder.
- Attach a receipt when you submit, from your phone or your desk
- Open the exact receipt the approver saw, even years later
- Reject a claim with a reason the claimant can see
- Rejected claims stay in the history instead of disappearing
- Find the receipt behind any expense in your accounts
Every expense counts toward the right account.
Your monthly burn and your profit and loss are built from the same numbers, so they always agree.
- Set up a category once, and every expense in it is booked the same way
- See monthly burn in your base currency, across every market
- Compare spend against the budget you set on the same accounts
- See recurring software costs next to one-off spend
- Check unpaid expenses against what you still owe vendors
Access
Who can do what.
Anyone can submit a claim. Managers approve for their own department. Seeing what the whole company spent is a separate permission, and setting up categories is another one again.
See your own claims and their status.
Submit a claim, with its receipt.
Approve claims for your department, and record company spend.
Set up the categories and the accounts behind them.
Admin is the highest role and is not limited by these permissions, so keep it to the small group of people who genuinely need it.