Employees can submit expense claims for themselves by default. Users with the “Create Bill Request (For All)” permission (e.g., HR, managers, or finance officers) can submit bills on behalf of other employees.
Create Bill Form #
Form Fields:
- Search Employee – This field only appears for users with the “Create Bill Request (For All)” permission. Regular employees can only submit bills for themselves.
- Title – A short, clear description of the expense.
- Bill Amount – Enter the total amount of the expense.
- Currency – Select the applicable currency (e.g., USD).
- Date of Expense – The date the expense occurred.
- Expense Category – Choose from predefined categories (Admin → Expense Category), such as Travel, Office Supplies, etc.
- Notes – Optional remarks or details about the expense.
- Vouchers / Attachments – Upload receipts or proof of purchase.
- Send Request – Submit the bill for approval.
Tip: Admins or users with permission can create bills for other employees, making it easy to manage group or delegated expense submissions.
Action Options (Permission-Based) #
All actions are controlled by user permissions:
- Edit – Allows authorized users to modify a pending bill request before it is approved or rejected. Employees with Edit Bill Request (For Own) permission can edit only their own bill requests. Users with Edit Bill Request (For On Behalf) permission can edit only bill requests they created for other employees.
- Delete – Allows authorized users to remove a pending bill request before it is approved or rejected. Employees with Delete Bill Request (For Own) permission can delete only their own bill requests. Users with Delete Bill Request (For On Behalf) permission can delete only bill requests they created for other employees.
- View – Access detailed bill information, including bill details, attachments, comments, and approval flow, if the user has the required permission.
- Comments – Communicate with approvers or admins for clarification.
Approved or rejected bill requests cannot be edited or deleted.
Summary #
The Create Bill module ensures employees can submit expense claims accurately and in accordance with company policies. Permission-based access allows authorized users to create bills for others while maintaining control, traceability, and accountability.
Note: If your organization has an approval flow configured for bills, all submissions will follow the defined workflow before final approval.