What this guide covers: the two connected screens for out-of-pocket spending — Expense Claims, where finance reviews and approves what employees submitted, and Receipts & Documents, where a photographed or uploaded receipt gets read by AI and turned directly into a claim or a bill.
What it doesn't cover: where an employee actually submits a new claim from (that's a separate employee-facing screen, not part of Finance) — this guide covers the finance side: reviewing what's already been submitted.
Part AExpense Claims
Found at Finance → Expenses. This is an organisation-wide review queue — there's no "create claim" button here, claims arrive once an employee submits one elsewhere and simply appear for you to act on.
The header shows Total Claims, Pending Review, Approved, and Paid Out (all-time), plus a category-spend chart and a 30-day claim activity strip. Filter pills: All, Pending, Approved, Needs Changes, Paid, Rejected, Draft.
A.1 Reviewing a claim
Click a claim to open its detail drawer: title, amount, employee, dates (Created / Submitted / Reviewed / Paid), and a line-by-line breakdown — each line shows its description, category, any tax, and a View Receipt link if a scanned document is attached.
- On a Pending Review claim, three actions are available: Approve, Changes (opens a dialog asking you to describe what needs correcting, then sends the claim back to the employee), or reject (opens a dialog for an optional reason, then sets the claim to Rejected).
- On an Approved claim, a single Mark as Paid button is available once you've actually settled it — typically after recording the corresponding entry on the Payments ledger.
A.2 Status vocabulary
| Status | Shown as | Meaning |
|---|---|---|
draft | Draft | Not yet submitted by the employee. |
submitted | Pending Review | Awaiting your decision. |
approved | Approved | Cleared — ready to be paid. |
changes_requested | Changes Needed | Sent back with a description of what to fix. |
rejected | Rejected | Declined, with an optional recorded reason. |
paid | Paid | Settled. |
Receipts & Documents
Found at Finance → Receipts. Upload a photo or file of a receipt, invoice, fuel slip, delivery note or quote, and Agribantu reads it — merchant, totals, line items, VAT number — so you review and confirm rather than retype everything by hand.
B.1 Uploading or scanning
Two ways in: Mobile Scan (opens your device camera) or Upload Receipt (file picker) — accepts JPEG, PNG, WebP, HEIC or PDF, up to 10 MB. Click Upload & Analyse. The document moves through Uploaded → Processing automatically while the AI reads it.
B.2 Reviewing the extraction
Once extraction finishes, the document is flagged Needs Review. Open it and check the Confirm & Review form: Supplier Name, Transaction Date, Currency, Total Amount, VAT Amount, and optional Reviewer Notes — correct anything the AI got wrong, then click Confirm Review. Everything else on the page (line items, per-line confidence indicators, category breakdown) is AI-populated for your reference; the confirm form is what you actually edit.
Each document also keeps its original file in a protected evidence vault. A Preview link appears once the uploaded file itself has passed an automatic security scan — in practice this is near-instant, but if a file fails that scan the Preview link will not appear at all, regardless of how the AI extraction turned out; re-upload the receipt if that happens.
B.3 Converting to an expense or a bill
Once a document is Reviewed, its detail view offers Create Expense (adds it to the Expense Claims queue) or Create Bill (adds it to Bills) — pick whichever this document actually represents. Once converted, the document shows a "Linked to Expense Claim" or "Linked to Supplier Bill" banner.
If a scanned PDF is password-protected, the document is flagged Password required and a footer lets you enter the password to unlock extraction.
B.4 Status vocabulary
| Status | Meaning |
|---|---|
| Uploaded | File submitted, not yet processed. |
| Processing | AI extraction running. |
| Needs Review | Extraction finished — awaiting your confirmation. |
| Reviewed | Confirmed by a human — ready to convert. |
| Failed | Extraction couldn't complete (or the file needs a password). |
Troubleshooting & FAQ
Where do I submit a new expense claim as an employee?
Not from this Finance screen — this page is for reviewing claims that have already been submitted. Ask your administrator where your organisation's claim-submission screen lives.
Can I attach a scanned receipt to an invoice or bill I already created?
Not yet — "Attach Existing" is visible in the interface but not wired up. Convert the receipt into a new expense or bill instead.
The "Settings" tab on the Receipts page doesn't seem to do anything.
That's expected — it's a read-only description of the current extraction policy (confidence threshold, evidence retention, review requirements), not a configuration panel. There's nothing to change there today.
There's no Preview link on my receipt, even though extraction finished.
The Preview link and the AI extraction are two independent checks on the same upload. Extraction can finish (or even fail) without affecting whether the original file itself passed its security scan, and vice versa. If Preview never appears, the uploaded file didn't pass that scan — re-upload the receipt rather than waiting for it to resolve on its own.
A scan is stuck on "Processing."
Extraction can take a little time depending on the document. If it's been stuck for an unusually long time, check the "Failed" tab — it may have failed silently and be waiting for a retry.