# Expense claims

> Employees submit out-of-pocket costs; policy breaks are flagged for the approver rather than blocked; approval settles the claim as a bill or through payroll.

Section: Purchases and payables · Canonical: https://intubu.intuitivecapital-dai.com/docs/expense-claims

Purchases → Expense Claims (the *Expense claims* tab; *Mileage* sits beside it — see [Expenses, receipts and mileage](https://intubu.intuitivecapital-dai.com/docs/expenses-mileage)).

**Submitting.** An employee raises a claim with a title and lines: date, category, amount, an attached receipt, and whether it is billable to a customer or project. Lines can come from receipt capture.

**Policy flags.** Each employee has an expense policy (or the company default): per-category caps and a receipt threshold. A line over its cap or without a receipt above the threshold is flagged — visible to the approver, never silently blocked — so judgement stays with a person.

**Approving and paying.** An approver approves or sends the claim back with a note. *Reimburse* settles it one of two ways: as a **bill** in the employee's name, paid with the next bill run, or through **payroll**, added as a reimbursement line on the next run. Either way the expense posts to its categories on the claim date and the reimbursement is the settlement of that liability. A billable line waits in the unbilled queue for the customer's next invoice.