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Advanced Finance · Expenses & Budget

Budgets and expense claims,
in one flow

Set budget ceilings per cost center, then run every expense claim from submission through approval, reimbursement and posting to the ledger.

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Budget Utilization
Claim Workflow
Reimbursement
app.totalapp.app/finance/expenses-budget
Expenses & Budget
TotalApp
Budget UtilizationClaim WorkflowReimbursement
Expenses & Budget ManagementCost centers
Claim queue
Draft3
Submitted6
Approved4
Posted to ledger12
Budget matrix
Cost centerUsedState
Engineering72%On track
Marketing91%Near limit
Sales68%On track
Operations104%Over budget
What you get
Utilization bar per cost center
Approval limits and escalation
Receipts on every claim
Missing-receipt and duplicate checks
Open claims14
Near limit1
Over budget1
Awaiting receipt2
Sample data for illustration.
Expenses & Budget

From claim to ledger

Submit with receipt✓
Approve or reject✓
Post to ledger✓
Try Expense Management
Posted claims are locked.
Expenses & Budget
Cost centers4
Claim stages4
ReimbursePayroll or bank
Expense AI
Flag claims missing receipts and cost centers close to their limit.
Ask the assistant
Claim postedLocked and sent to the ledger
Budget Utilization

Every cost center
against its ceiling

A budget matrix shows each department or cost center with a utilization bar and a health state, so you see who is on track, near the limit or over budget.

  • ✓Utilization bar and health state per cost center
  • ✓Three clear states: on track, near limit, over budget
  • ✓Manage cost centers and expense categories from a settings modal
  • ✓Budget ceilings feed the forecasting view
Read the guide
Budget matrixOctober
Engineering
72%On track
Marketing
91%Near limit
Sales
68%On track
Operations
104%Over budget
Claim Workflow

From receipt
to general ledger

Employees submit claims with a receipt; approvers approve, reject or ask for more information. Approved claims are posted to the ledger, and a posted claim is locked.

  • ✓Draft, submitted, approved and posted — or rejected
  • ✓Approval limits with automatic escalation to the next approver tier
  • ✓Receipt images or PDFs attached to every claim
  • ✓Posting to the ledger locks the claim against further edits
Read the guide
Expense claimWorkflow
1
DraftEmployee prepares the claim and attaches a receipt
2
SubmittedEnters the approver’s queue
3
ApprovedWithin the approver’s spending limit
4
PostedPosted to the ledger — locked
Reimbursement & Reporting

Pay people back,
understand the spend

Approved claims can be added to the next payroll run or marked as reimbursed by bank transfer. Reports break spend down so nothing is a mystery at month end.

  • ✓Include in payroll, or reimburse by direct bank transfer with a payment reference
  • ✓Breakdowns by department, category, employee and date range
  • ✓Export to Excel for accounting and tax
  • ✓AI Assistant flags missing receipts and duplicate-looking claims
Read the guide
Spend by categoryThis month
Travel
46%
Meals
22%
Software
18%
Office
9%
Other
5%

Explore the rest of Advanced Finance

Profit & LossAdvanced FinanceBudget & ForecastingAdvanced FinancePayroll LogisticsAdvanced FinanceAdvanced Finance overviewDocs

Keep spend inside the budget
and the books clean.

Cost-center budgets and the full expense-claim lifecycle in one place, with an AI Assistant on every screen.

Try It in TotalApp Read the Docs