Expense management software for employee claims and reimbursements.
OnTym gives every employee one place to raise an expense claim with its receipts, routes it to their reporting manager and then to HR, and tracks the reimbursement through to paid. HR and admin teams get a company-wide, filterable view with CSV export.
- Receipt uploads on every claim
- Manager then HR approval
- Reimbursement status employees can see
What is expense management software?
Expense management software is the record of money employees spend on the company's behalf and get back. It captures the claim and its receipts, carries the review decisions, and tracks whether the reimbursement has been paid — so nobody has to reconstruct the story from an inbox.
Why reimbursements go wrong without a system
Claims arrive as messages with a photo attached. Someone approves them in a reply. A spreadsheet is meant to hold the running total, but it is updated late and by hand. When an employee asks whether their travel claim has been paid, the answer takes three people to find, and the receipt that justified it is no longer easy to locate.
What expense claim software changes
In OnTym each claim is one record: amount, category, expense date, description, receipts, manager decision, HR decision and payment state. It uses the same employee directory and reporting lines as employee management, attendance management and leave management, so the manager who approves leave is the manager who approves expenses.
How employees submit expenses
Employee expense management starts with the person who spent the money. In OnTym they raise the claim themselves, from the same workspace they use for attendance and leave.
Raise a claim in one form
Category, amount, currency, expense date and a short description of what the spend was for — the whole claim is a single form, not an email thread.
Attach the receipts
Up to three receipt files per claim, images or PDF, 10MB each. They stay attached to the claim instead of living in someone's inbox.
Draft now, submit later
Save a claim as a draft while you still need the bill, then submit it for approval from your own list when it is complete.
See your own claim history
My Expenses lists every claim you have raised with its current status, plus totals for pending, approved and paid amounts.
Claim submission lives inside the employee self-service portal, alongside attendance, leave requests and payslips.
Expense claims and receipts, kept together
A claim without its receipt is a number somebody has to trust. OnTym keeps the proof attached to the record it belongs to.
What a claim holds
Category, amount, currency, the date the money was spent, a description of what it was for, the employee it belongs to, its receipts, and the review and payment state it has reached.
How receipts are stored
Up to three files per claim, images or PDF, 10MB each. Files are held in private storage scoped to the company, the employee and the specific claim, and are opened through short-lived signed links — not public URLs that can be forwarded.
Expense categories in OnTym
Every claim is filed under one of the categories the module ships with, which is what makes the category breakdown and the CSV export useful.
- Travel
- Fuel
- Food
- Accommodation
- Client Meeting
- Internet
- Mobile
- Office Supplies
- Medical
- Other
How the review and approval workflow works
Five stages, in the order OnTym actually performs them — one manager step, one HR step, then payment.
Employee submits the claim
The claim is created with its category, amount, currency, expense date, description and receipt files, and moves to Submitted.
Reporting manager reviews
The employee's manager sees the claim on Team Expenses, opens the receipts, and approves or rejects it. A rejection requires a note.
HR or admin gives the second approval
Manager-approved claims reach the company-wide expense screen, where an HR manager or company admin approves them with an optional note.
Reimbursement is marked paid
Once the money has gone out, an admin marks the claim paid. The payment timestamp is recorded and the status becomes Paid.
The employee is notified
Every decision — submitted, manager approved, rejected, HR approved, paid — raises an in-app notification and a transactional email to the employee.
Where every claim stands
Reimbursement management software is mostly about answering one question — has this been settled? Each OnTym claim carries a status that answers it.
Draft
Created but not yet sent for review. Visible only to the employee who raised it.
Submitted
Waiting for the reporting manager's decision.
Manager Approved
Cleared by the manager and waiting for HR or admin approval.
Rejected
Turned down with a required note explaining the reason.
HR Approved
Approved for reimbursement, not yet paid.
Paid
Reimbursed, with the payment date recorded on the claim.
Cancelled
Withdrawn by the employee before it was settled.
The same status on both sides of the claim
An employee's My Expenses screen shows the status of their own claims plus totals for pending, approved and paid amounts, and the manager's note when a claim was rejected. HR and admins see the same state on the company-wide list, with a separate payment status column and the paid date. Nobody is working from a private copy of the truth. Reimbursement claims stay separate from payroll runs — expenses are money paid back, salary is money earned.
HR and admin capabilities
Everything below is part of the OnTym expense module today — company-wide review, filtering, export, analytics and role-scoped access.
Company-wide claim list
Every expense claim in the company in one table, searchable by employee name, email or description and filterable by status, category and date range.
CSV export
Export the filtered claims with employee, email, category, amount, currency, expense date, status, payment status, submitted date, paid date and description.
Spend analytics
A category breakdown and a monthly trend built from the same filtered dataset, so you can see where reimbursement spend is going.
Manager-scoped review
Managers see the claims of their own direct reports only. Company-wide expense screens are limited to HR manager, company admin and super admin roles.
Private receipt storage
Receipts are stored privately per company, employee and claim, and opened through short-lived signed links rather than public URLs.
Decision trail per claim
Submission, approvals, rejections and payment are recorded as timeline entries with the author and note, so a claim can be reviewed months later.
What changes once claims live in one place
Expense reimbursement software does not remove the review — it removes the chasing, the missing receipt and the uncertainty about what has been paid.
- One record per claim, with the receipt attached to it
- Approvals routed by the reporting-manager relationship already in OnTym
- Rejections carry a written reason instead of a verbal one
- Employees can see whether their claim is approved or paid without asking
- A company-wide, filterable view of reimbursement spend
- Receipts kept in private storage rather than shared drives and chat threads
Manual spreadsheets vs expense management software
Both approaches eventually pay the employee back. Only one of them keeps the claim, the receipt, the approval and the payment in the same record.
| Spreadsheets and email | OnTym expense management |
|---|---|
| Claims arrive as emails and chat messages | Every claim is a structured record with amount, category and date |
| Receipts scattered across inboxes and drives | Receipts attached to the claim in private per-company storage |
| Approvals given verbally, with no record of who agreed | Manager and HR decisions stored on the claim with notes and timestamps |
| A tracking spreadsheet updated by hand | Status and payment state maintained by the system |
| Employees ask HR whether the money has been paid | Employees see Submitted, Approved or Paid on their own claim |
| Category spend worked out only when someone asks | Category breakdown and monthly trend available on demand |
Who uses OnTym expense management software
Teams whose people spend their own money on work and need the claim, the receipt and the reimbursement to line up.
Small businesses
Replace the reimbursement spreadsheet and receipt emails with a claim list that shows who is owed what and what has already been paid.
Companies with field and travel spend
Travel, fuel, accommodation and client-meeting claims come in with receipts attached and go through the same review every time.
HR and admin teams
Approve, filter, export and analyse reimbursement claims from one screen instead of reconciling several inboxes.
Managers with direct reports
A single Team Expenses screen with the claims of their own reports, the receipts, and approve or reject with a note.
Expense management software questions
What is expense management software?
Expense management software is the system a company uses to collect employee expense claims, keep the receipts attached to each claim, route it through review, and record whether the money has been reimbursed. Instead of an email with a photo attached and a spreadsheet tracking who is owed what, every claim is one record with an amount, a category, a date, its receipts, its approval decisions and its payment state.
How do employees submit an expense claim in OnTym?
An employee opens My Expenses in their own OnTym workspace and creates a claim with a category, amount, currency, expense date and a short description. They can attach up to three receipt files — images or PDFs, up to 10MB each — and either submit the claim for approval straight away or save it as a draft and submit it later. Their list shows every claim they have raised along with totals for pending, approved and paid amounts.
How does the expense approval workflow work?
OnTym uses a two-step review. A submitted claim first goes to the employee's reporting manager, who can approve or reject it from their Team Expenses screen; rejecting requires a note explaining why. Manager-approved claims then reach HR and company admins, who give the second approval. Both decisions, and the notes attached to them, are stored on the claim and shown in its timeline.
How is reimbursement tracked?
Each claim carries its own status — Draft, Submitted, Manager Approved, Rejected, HR Approved, Paid or Cancelled — plus a separate payment status. Once an HR-approved claim has been reimbursed, an admin marks it paid, which records the payment timestamp and moves the claim to Paid. Employees see the same status on their own claim, so they do not have to ask HR whether the money has gone out.
What can HR and admin teams see?
HR managers and company admins get a company-wide expense list they can search by employee name, email or description and filter by status, category and date range. They can export the filtered set to CSV with employee, category, amount, currency, expense date, status, payment status, submission and payment dates, and they get an analytics view showing spend by category and a monthly trend.
Is expense management separate from payroll in OnTym?
Yes. Expense claims are reimbursements of money an employee has already spent, and they are tracked in their own module with their own approval trail and payment state. Payroll runs handle salary components, monthly salary calculation and payslips separately. Both sit on the same employee directory and the same role-based access model, so the same reporting-manager relationship drives expense approvals and the rest of the platform.
Want to see the claim, approval and reimbursement flow with your own categories? Start a free trial
Settle expense claims without the spreadsheet.
Let employees raise claims with receipts attached, route them to the right manager, and track every reimbursement through to paid.