Expense module in Spendive: overview

Expense module in Spendive: overview

Use the Expense module for employee expense reports and company cards. Cash requests, payment requests, reimbursements, wallet transfers, and finance payments have their own workflows and are documented separately.

For employees and requesters

You may use:

- Expenses > Expense Reports — group business expenses and receipts into a report for approval and reimbursement.
- Expenses > Cards — request a company card and review card transactions after a card is issued and activated.
- Requests > Cash Request — request cash before planned spending.
- Requests > Payment Request — ask the organisation to pay a recipient for an approved purpose.
- Requests > Reimbursement — claim repayment for an eligible expense you already paid.
- My Wallet or Wallet — view funds and make permitted transfers, depending on your role.

For approvers

Use Action Required and the relevant request or expense-report page to review submissions. Check the business purpose, amount, category, project or department, receipts, bank details, policy compliance, and budget impact before approving or returning the item.

For finance administrators

Approved requests are not always paid automatically. Cash, payment, and reimbursement requests that still require finance action appear in Accounting > Expense Payments. Uploaded supplier bills and vendor advances are handled in Accounting > Bill Payments. Direct wallet transfers are handled in Wallet.

Choose the right workflow

- Several expenses and receipts in one claim: Expense Report.
- One repayment request: Reimbursement Request.
- Money needed before spending: Cash Request.
- Organisation should pay a recipient: Payment Request.
- Approved employee/internal request awaiting payment: Expense Payment.
- Existing supplier bill: Bill Payment.
- Vendor paid before a bill exists: Vendor Advance Payment.
- Standalone bank payment: Wallet Transfer.
- Company card required: Card Request.

Why the distinction matters

Each workflow preserves different approvals, accounting references, payment statuses, and audit evidence. Starting from the correct module reduces duplicate requests, broken payment links, and reconciliation work.

Start with these guides

- How to create an expense report
- Expense reports versus reimbursements
- Requesting a company card
- Submitting cash and payment requests
- How to request reimbursement
- Why is my approved expense request still unpaid?
- Using your Spendive wallet
Screen guide

Requester reimbursement form showing amount spent, description, date, proof of spend, and category.
Requester reimbursement form showing amount spent, description, date, proof of spend, and category.


Requester expense-report form showing report details, expense items, attachments, and financial summary.
Requester expense-report form showing report details, expense items, attachments, and financial summary.


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