OCERRA EXPENSE CLAIMS

Expense Claims

Capture receipts, submit expenses, and keep approvals moving — all in one place.

Submit

Expenses & receipts

Review

Manager approvals

Track

Claim status

Simpler expense management for your team.

Expense claim

$428.50

Sample Employee

Ready for review

Receipt

Captured

Approval

1-level

Category

Travel

Updated September, 2026

What is Expense Claims

• Ocerra Expenses allows employees to submit business expenses they have personally paid for and need to be reimbursed for.

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• Employees can upload receipts and supporting documents, and Ocerra automatically extracts the key information to make submitting claims faster and easier.

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• Employees can review and update the information before submitting their expense claim for approval.

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• Approvers can review, approve or reject expense claims and supporting documents, with a complete audit trail available throughout the process.

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• Once approved, expense claims can be exported to your connected accounting system for processing and reimbursement.

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Expense Claim Roles

• Expense User – Upload receipts, create and submit expense claims, and view their claims.

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• Expense Approver – Review, approve/decline, and mark expense claims as reimbursed.

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Users can have multiple roles based on their responsibilities.

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Expense Claim Roles

Configure Expense Categories

Use Default Tax Account:

If all expenses should be posted to the same GL Account and Tax Rate, you can configure default values.

Configure Expense Categories (Recommended):

If different types of expenses should be posted to different GL Accounts, create Expense Categories.

Before your users can start submitting Expense Claims, you need to configure how expenses will be coded when exported to your accounting system.

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Configure Expense Categories

Create an Expense Claim

Upload Receipts:

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Desktop: Browse and select files from your computer.

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Mobile: Take a photo, select from your library/device, or upload from Google Drive.

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Create an Expense Claim

Drag and drop one or multiple receipts/invoices into the upload area for a single expense claim.

Submit an Expense Claim

Review the extracted information, such as description, date, amount, and other details, and ensure it matches the uploaded receipt or invoice before submitting the claim for approval.

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Submit an Expense Claim

Click Submit or Assign an Approver (depending on your organisation's workflow).

Once your files are uploaded, Ocerra automatically extracts the details from each document and summarises them into line items.

Approve an Expense Claim

Expense claims follow a 1-level approval workflow.

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Note: Before approving, make sure the expense contains all necessary details, such as the Job, if applicable. Once an expense is approved, it can no longer be edited.

Approve as usual.

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Approvers can go to the Approval folder, where Expenses have their own tab.

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Click on the expense claim you wish to review and approve.

Export an Expense Claim

Exporting expense claims in your accounting system works the same way as exporting invoices.

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Note: Only users with the Admin or Accountant role can export expense claims. This permission level is identical to invoice exporting.

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Export Expense Claims

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Go to the Export folder in Ocerra, then switch to the Expenses Export tab. This tab displays all expense claims that are ready for export.

Employee Supplier Cards

• Ocerra automatically identifies the logged-in Expense User and links the claim to their supplier/contact record.
• Employees do not need to manually select their supplier name.
• Each employee must be set up as a vendor in Ocerra and a matching supplier/contact in the accounting or ERP system.
• Ensure the supplier name matches exactly in both systems.
• When the expense is exported, Ocerra automatically matches the claim to the correct employee record.

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Learn how this works: Employee Supplier Cards

Have a question or need help?

Check our support articles.

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Submit a ticket via our support portal or send a support request to support@ocerra.freshdesk.com

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