Features · Expense claims
Expense claims with receipts, approval and payment
Reps claim travel, fuel, meals and hotels with a photo or PDF of the receipt. Their team lead or an admin approves or rejects each claim, and the person who pays marks it paid with a reference.
- Reject only with a reason
- Distance claims at your per-km rate
- Month totals and Excel export
14-day free trial, then paid plans from ₹399$9 per calling seat per month. Pricing
What it does
What a claim holds
A claim has a date (today or up to 90 days back), a category, the amount and a note on what it was for. It can carry the receipt as a photo or a PDF, saved to the claimant’s own Google Drive, and the lead the cost was for. For travel and fuel, a workspace with a rate per km lets people enter the kilometres instead, and LumaKol works out the amount from the rate so nobody types a different number.
Every claim is Waiting until someone decides. Team leads decide for the people in their teams and owners and admins for anyone. Nobody decides their own claim except an owner, who has nobody above them. A rejection always carries a reason the person can act on. Approved claims are marked paid by an owner, admin or billing admin, with a bank reference, cheque number or “Cash”, and All claims shows the month’s totals by person and by category.
Receipts
One receipt per claim, a photo or a PDF, kept in the claimant’s own Google Drive and opened by the approver from the claim.
Claims by distance
Kilometres times your rate per km for travel and fuel, worked out by LumaKol, with the rate kept on the claim.
One decision per claim
Approve with an optional note, or reject with the reason. A rejected claim can be fixed and sent again.
Receipt rule
Set an amount above which a claim cannot be approved until its receipt is added.
Marked paid
Owners, admins and billing admins mark approved claims paid with a payment reference. Paid is final.
Month totals and export
Waiting, approved, paid and rejected by person and category, exported to CSV or Excel.
How it works
How claims work
On the web, in the same workspace as your leads and visits.
- 1
Set the rules
In Expenses → Expense settings, pick the categories your team may claim, the rate per km for distance claims, and the amount above which a receipt is needed.
- 2
Claim
Anyone except viewers opens New claim, enters the date, category and amount or distance, adds a note and the receipt, and submits.
- 3
Approve or reject
The claim goes to the person’s team lead, or to owners and admins. They approve it, or reject it with the reason, from To approve.
- 4
Pay and export
Mark approved claims paid with a reference, then export the month for your accounts.
Who it’s for
Who it’s for
Field sales teams
Reps who drive to customers, pay for parking and buy the odd lunch, and want the money back without a paper trail.
Team leads
Managers who approve their own people’s claims with the receipt and the note in front of them.
Owners and accounts
The people who pay, with every approved claim, its receipt and a month total in one export.
Good to know
- Every claim is in the workspace currency, so the totals and the export never mix currencies.
- Receipts are saved to the claimant’s own Google Drive, so they connect Google Drive before attaching one.
- Expense claims are for company workspaces, where someone other than the claimant approves. An owner or admin can switch them off in Settings → Features; existing claims are kept.
Questions
More answers on the FAQ page.
Who can approve a claim?
The team lead of the person who claimed, for the people in the teams they lead, and any owner or admin. Nobody approves their own claim except an owner, who has nobody above them.
Does a rejected claim disappear?
No. The person sees the reason, can edit the claim or add the missing receipt, and saving sends it back for approval. A claim the person withdraws also stays in their list, marked withdrawn.
Can a claim be entered as a distance?
Yes, for travel and fuel once an owner or admin sets a rate per km. The person enters the kilometres and LumaKol works out the amount from the rate.
Does it send emails?
No. Approvers hear about new claims, and the person hears about decisions and payments, in LumaKol’s notifications and as browser notifications if they turned those on. Each person can switch these off.
Is it on every plan?
Yes, expense claims are in every company plan, including the free trial. LumaKol has a 14-day free trial, then paid plans from ₹399$9 per calling seat per month.
Learn more
Related features, step-by-step guides and articles.
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