Scalar360 Expense Management

Expense claims with proof and approvalSpend with proof. Approve with context.

Capture receipts, mileage, GST and payment context in one claim. Route it through the right approvers, record the reimbursement and carry the completed expense into financial review.

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Multi-line claimsReceiptsMileageGST input creditSpend policiesApproval chainsReturnsReimbursementsAccountingBank matchingExpense insights

A receipt should not have to explain itself.

A loose image can show what was paid, but not why it was business spend, who covered it, whether a policy applies or where the approval is waiting.

Scalar360 keeps that context on the expense line, then carries it through review, reimbursement and accounting.

Expense operations

Keep the spend, evidence and decision together.

Follow the work from first capture to the financial record without flattening every expense into a single total.

Claim capture

Put every spend on one clear record.

Multi-line claims retain the merchant, date, category, purpose, amount and payment source behind every cost.

Receipts & GST

Keep the proof beside the purchase.

Line-level attachments and GST calculation give reviewers the evidence and tax detail they need.

Payment context

Separate personal spend from company spend.

Paid-by-me, cash, company card and company account choices make the reimbursable balance explicit.

Mileage

Turn distance into a transparent claim.

Record kilometres and a rate per kilometre; the line amount calculates itself.

Spend policies

Flag the exception before it travels.

Category caps, monthly limits and receipt thresholds surface the exact reason a line needs attention.

Approval routes

Send each claim through the right chain.

Threshold-based, ordered approver levels carry the decision from one responsible person to the next.

Reimbursement

Close the claim with payment context.

Returns, corrections, approvals and reimbursement mode, reference and date remain part of the record.

Claim queues

Give every role the right working list.

My Claims, All Claims and Approvals combine permission-aware access with search, status, date and sorting controls.

Finance connection

Carry approved spend into the wider books.

Expense trends, operating expense, ledger posting and bank matching connect claims to financial review.

One accountable claim

Follow the expense from capture to the books.

Move through the workflow to see how evidence, policy, approval and settlement context remain connected.

Capture

Build the claim while the context is fresh.

Add each spend, payment source, GST treatment and receipt before details disappear into inboxes and messages.
  • 3 expense lines
  • Receipts attached
  • ₹18,460 total

Captured. Checked. Approved. Reimbursed.

Every decision stays with the spend.

The review journey

Make the next action visible.

The receipt establishes proof. Policy supplies the rule. The approval chain identifies responsibility. Reimbursement completes the record.

Evidence

Keep the receipt beside the exact line.

Merchant, date, description, amount, GST and the supporting file stay together for the reviewer.

Policy

Surface the exception before approval.

Category caps, monthly limits and receipt thresholds explain precisely why a line needs attention.

Decision

Show where the claim is waiting.

The approval chain records completed levels, the current approver, comments and decision timestamps.

Settlement

Close the claim with payment context.

Mode, reference and reimbursement date turn an approval into a completed, traceable financial event.

Policy with an explanation

Surface what needs attention before approval.

Every flagged line names the rule behind it—an exceeded cap, a category monthly limit or a missing receipt above the configured threshold.

Complete capability directory

Everything behind a more accountable expense.

Expense claims

Collect several related spends in one claim while keeping the detail of every line.

  • Create a claim with a generated claim number, title and optional notes.
  • Add multiple expense lines to one claim.
  • Add or remove lines before submission.
  • Record an expense date, merchant and description per line.
  • Choose an active spend category or leave a line uncategorised.
  • Record the gross amount including GST.
  • See subtotal, GST, total, reimbursable and company-paid amounts together.
  • Save unfinished work as a draft.
  • Save and submit from the same editor.
  • Edit draft or returned claims owned by the member.
  • Delete an owned draft claim.

Receipts & GST detail

Keep the supporting file and input-tax calculation beside the spend it explains.

  • Upload a receipt to an individual expense line.
  • Retain receipt name, content type and file size with the line.
  • Open an attached receipt from a time-limited download link.
  • Remove or replace a receipt while the claim remains editable.
  • Apply 0%, 5%, 12%, 18% or 28% GST rates.
  • Calculate the GST portion from a gross line amount.
  • Show GST separately in the claim summary.
  • Mark a category as eligible for reclaimable GST input credit.
  • Track year-to-date GST input credit from approved or reimbursed eligible lines.

Payment & spend context

Separate who paid, what can be reimbursed and which costs may be billed onward.

  • Record a line as paid personally, by cash, company card or company account.
  • Treat personally paid and cash lines as reimbursable.
  • Separate reimbursable value from company-paid value.
  • Mark an expense line as billable to a client.
  • Mark a claim for reimbursement through the next payroll run.
  • Keep payment context visible on the final claim detail.
  • Show the reimbursable amount independently in claim lists and approvals.

Mileage claims

Turn business travel distance into a transparent, calculated expense line.

  • Switch an ordinary expense line into mileage mode.
  • Record the distance travelled in kilometres.
  • Set the reimbursement rate per kilometre.
  • Calculate the mileage amount from distance multiplied by rate.
  • Show distance and rate on the claim detail.
  • Include mileage in claim and reimbursement totals.

Categories & spend policies

Design expense heads that classify spend and flag missing evidence or exceeded limits.

  • Create organisation-specific expense categories.
  • Give each category a name, description, colour and optional GL code.
  • Set a maximum amount for a single expense line.
  • Set a category-level monthly spend limit.
  • Require a receipt above a chosen amount.
  • Mark a category as GST input-credit eligible.
  • Set category display order and active status.
  • Archive a category without removing it from historical claims.
  • Flag lines that exceed a per-expense limit.
  • Flag claims whose category total exceeds the configured monthly limit.
  • Flag a line when a required receipt is missing.
  • Show the specific policy reason to the submitter and approver.

Approval workflows

Route each submitted claim through the right people in the right order.

  • Create, edit and delete approval workflow definitions.
  • Name a workflow and activate or pause it.
  • Choose a minimum claim amount that triggers the workflow.
  • Mark one workflow as the default.
  • Add one or more ordered approval levels.
  • Assign a team member to each level.
  • Apply the highest eligible threshold, with the default resolving ties.
  • Snapshot the selected approval chain onto a submitted claim.
  • Let only the assigned approver or an organisation owner or admin decide a user-gated level.
  • Advance the claim to the next approver after each approval.
  • Notify the assigned member when their approval is required.
  • Fall back to a single approval when no configured workflow matches.
  • Retain in-flight approval chains when a workflow is later removed.

Review, return & reimbursement

Make every decision and payout status visible from draft to completed reimbursement.

  • Move claims through Draft, Submitted, Approved, Reimbursed, Returned and Cancelled states.
  • Review policy warnings before making an approval decision.
  • Approve the currently assigned workflow level.
  • Support manager and finance approval stages where that approval mode is used.
  • Return a submitted claim with a required reason.
  • Let the member edit and resubmit a returned claim through a fresh approval chain.
  • Cancel an owned draft or submitted claim.
  • Record reimbursement mode, transaction reference and date.
  • Show who decided a claim and when.
  • Retain a chronological activity timeline for creation, edits, submission, decisions, reimbursement and cancellation.

Claim queues & access

Give members, approvers and finance teams the list each role needs without exposing every action to everyone.

  • Give each member a My Claims view.
  • Provide an organisation-wide All Claims view to authorised roles.
  • Provide a queue of claims awaiting the current approver.
  • Search by claim title, claim number or member.
  • Filter by status and date range.
  • Sort by claim number, title, date, total or status.
  • Move through paginated results.
  • Use responsive tables on desktop and claim cards on mobile.
  • Control create, edit, delete, approve, finance approve, reimburse, view-all, modify-all and settings access independently.
  • Compute available claim actions on the server for the current viewer.

Expense dashboard & accounting

Connect claim operations to spend visibility, operating expense and bank review.

  • See spend recorded this month.
  • See approved reimbursement value awaiting payout.
  • See claims and value awaiting approval.
  • See reimbursed value for the current year.
  • Review total claim count and average claim value.
  • See the current member’s open claims.
  • Review a six-month spend trend.
  • Compare spend by category and claims by status.
  • Review recent claims, largest claims and top spenders where access allows.
  • Open an approver’s pending queue directly from the dashboard.
  • Feed approved and reimbursed expense lines into operating-expense reporting for the P&L.
  • Post reimbursed personal expense value as a balanced operating-expense and bank journal entry.
  • Use reimbursed expenses as candidates during bank-statement reconciliation.
  • Keep every dashboard and accounting figure scoped to the current organisation.

The connected business

Expense context continues after approval.

Accounting & GST

Keep journals, ledgers and financial reports connected to daily transactions. Work with Indian tax details while retaining the controls and review your accounts require.

People & payroll

Connect employee records, attendance, approvals, Indian payroll, lifecycle administration and performance in one workspace.

Analytics & reports

Read sales, purchasing, inventory, cash, accounts and GST from one reporting workspace, with the detail behind every headline close by.

Questions, answered

Before the next claim.

Can one expense claim contain several purchases?

Yes. A claim can contain multiple lines, and each line keeps its own category, date, merchant, description, payment source, amount, GST rate, billable status, mileage detail and receipt.

How do expense policies work?

Each category can define a per-expense cap, monthly limit and receipt-required threshold. Lines are flagged with the specific policy reason, but the approver still reviews and decides the claim.

Can approvals change by claim value?

Yes. Approval workflows can start at a minimum claim amount and contain ordered approver levels. The highest matching active threshold applies, with the default workflow resolving ties.

Can an approver return a claim for correction?

Yes. Returning a claim requires a reason. The member can edit the returned claim and submit it again, which builds a fresh approval chain from the current configuration.

How are mileage expenses handled?

A line can be marked as mileage, then the member records kilometres and a rate per kilometre. Scalar360 calculates the line amount and includes it in the claim totals.

Does Scalar360 send money or issue expense cards?

No. Scalar360 records who paid and lets an authorised user mark an approved claim as reimbursed with a mode, reference and date. It does not issue cards or execute the bank payout.

How do expenses connect to accounting?

Approved and reimbursed lines contribute to operating-expense reporting. Reimbursed personal expense value can post as a balanced operating-expense and bank entry, and the reimbursement can be matched during bank reconciliation.

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your business.

Bring your workflows. We’ll show you how they fit together in Scalar360.

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