1. Enable Expense Claims
To activate the Expense Claims feature:
Go to Features
Enable Expense Claims
Click on See Expense Claims
This allows you to manage expense submissions, tracking, and reimbursements directly within payroo.
2. Create Expense Types
Before employees can submit expenses, you must create Expense Types.
Go to Settings
Select Expenses
Click Add New
Enter the following details:
Expense Name
Expense Type
Limit ($) (maximum claimable amount)
Description (this appears on the payslip)
✔️ Check Show in Payslip if you want the expense printed on the payslip
Save the expense type once completed.
3. Set Up Recurring Expenses (Per Employee)
Recurring expenses (e.g., fixed monthly allowances) can be assigned to an employee profile.
Steps:
Go to Employees
Select the employee profile
Click Pay Rates
Select Expenses
Choose the Expense Type
Add notes (if required)
Enter:
Limit ($)
Amount
Enable Recurring
Click Save
🔄 Recurring expenses are automatically included in each Payrun.
4. Employee Expense Submission (Mobile/Web)
Employees can submit expense claims from both the mobile and Web applications.
Steps:
Log in to the Mobile or Web app
Go to the Expenses tab
Click Create Expense Claim
Fill in:
Expense Type
Expense Date
Amount
Supplier
Notes
Upload receipts
Click Create
The claim will now move to the approval queue.
5. Approve or Reject Employee Expense Claims
Admins can review and process submitted expense claims.
Go to Expenses
Select Expense Claims
Click To Review
Select the employee claim
Download the submitted attachment (if required)
Use the edit icon to modify details if necessary
Click:
Approve → Marks as approved and syncs to Payrun
Reject → Sends claim back to employee
👤 Only approved expense claims can be synced into a Payrun.
6. Sync Expense into a Payrun
To reimburse employees, sync approved expenses into a Payrun.
Create a Payrun
Go to Pay Runs
Click Create New Payrun
Select:
Pay run schedule
Period end date (start date auto-selects)
Payment date
Pay run template
Click Create
Sync Expenses
Inside the Payrun, click the Payrun action button (⋯) at the top right
Select Sync Expenses
Choose the approved employee expense claims
Click Sync
How Expenses Appear in the Payrun
🔄 Recurring Expenses → Automatically included
👤 Submitted Expense Claims → Added only after approval
Both types are clearly distinguished inside the Payrun
If you have any questions or feedback, please email us at support@payroo.com.au.