In this short guide, we'll take you through what you can see within the different permission levels in the Expenses module.

As one of these users within Breathe, you'll have full control over your people's expense claims.

If someone has submitted an expense claim, you'll find this within your HR dashboard under 'Expenses to approve':

Click the arrow next to the claim review the claim and either approve or reject it.

Once approved, the expense will show on your HR dashboard (as shown below). Once the expense has been paid, click Pay all Expenses to mark them as paid.

You can view all the open/completed expenses by heading to the Reports tab > Expense reports. You can filter the data using the fields at the top of the report.

The expense claim report gives you a summary of all the expense claims & their status (approved/rejected/submitted).

You may want to use this report to see if there are any expense claims waiting for approval.

The Expenses report shows individual expense records that have been submitted together as one claim.

Users can filter this report down to their own expense types, so you could run a report to see a group of claims in any given time period - mileage, for example.

NOTE: You can't submit claims on your people's behalf. These will need to be submitted by the person themself.

There is an expense permission that can be selected for Line managers to view and manage expenses.

To turn this on navigate to...

Configure > settings > permissions and approvals > change what Line managers can see and do.

Tick view to allow Line managers to view their people's previous expense claims.

Tick Manage to allow Line managers to edit expenses that are submitted and underway (approved).

Please note that Line managers will not be able to edit expenses that have been marked as paid.

As a standard user, you can view your unclaimed, underway & completed expense claims within your profile by heading to More > Expenses.

You can also review the details of each claim after submitting it:

Any further questions? Simply drop us a message using the messaging feature at the bottom right of your screen 💬