Mobile Expense Management

PerksPe simplifies the reimbursement process by automating expense submission, tracking, and approvals. Using AI-powered OCR and direct transaction integration, you can manage your work-related costs with minimal manual entry.

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1. Overview of Mobile Expenses

Expenses are business-related costs paid out-of-pocket that require reimbursement from your organization. Unlike PerksPe cards, these are personal funds you've spent on behalf of the company.

Key Features:

• Rapid Reimbursement: Receive approved funds directly to your bank account or PerksPe card within minutes.
• Policy Compliance: The app automatically checks your submissions against company spending rules.

Feature	Employee Benefit
Digital Library	No need to keep physical receipts; all records are stored securely.
Real-time Status	Track the lifecycle of your claim from submission to payout.
Direct Communication	Respond to finance queries directly within the specific expense record.

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2. Common Expense Categories

Reimbursement eligibility depends on your organization's internal policies. Typical categories include:

Category	Typical Items
✈️ Travel	Airfare, train tickets, and local commute (taxis/autos).
🍱 Meals	Business lunches and travel-related food expenses.
🏠 Remote Work	Internet bills and office supplies for home setups.
📱 Communication	Monthly mobile plans and data packs.

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3. How to Submit an Expense

You can claim an expense using two primary methods depending on how you paid for the item.

Method A: Manual Receipt Scan (Standard)

1. Tap the Expenses icon in the bottom menu.
2. Click the + (Add) button and select Add Manually.
3. Scan Receipt: Use the camera to snap a photo. The AI OCR will automatically fill in the merchant, date, and amount.
4. Review: Confirm the extracted details and select the appropriate category.
5. Submit: Review and tap Submit for Approval.

Expense Creation Form

The expense creation form is organized into several sections:

Basic Information:

• Enter the expense title and description
• Select the reviewer/approver

Amount Details:

• Specify the expense amount and currency (INR)
• Add tax amount if applicable

Category & Date:

• Select the expense category (Travel, Meals, etc.)
• Enter the date of expense
• Set priority level (Low, Medium, High, Urgent)

Vendor Information:

• Enter vendor/merchant name
• Add GST number (if applicable)
• Include vendor address details

Receipt & Location:

• Add receipt number for record-keeping
• Enter location where expense occurred
• Capture GPS coordinates (if available)

Additional Information:

• Add notes or special instructions
• Include attendees (for meals/meetings)

Attachments:

• Tap Add Photo to capture receipt photos
• Select From Gallery to attach existing photos
• Submit the expense once all required fields are complete

Method B: From Transactions (Quick Claim)

If you used your PerksPe card for an out-of-policy item that needs to be claimed as a specific expense:

1. Go to your Transaction History.
2. Select the specific transaction.
3. Tap Create Expense. The app will auto-fill all transaction details.

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4. Tracking & Status

Every expense follows a structured approval workflow. You can monitor the progress in real-time.

My Expenses Screen

View all your submitted expenses with quick status indicators and filters.

Key Metrics Displayed:

• This Month: Total expenses submitted in the current month
• Pending: Amount awaiting approval from your manager
• Coins: PEP Coins earned from this month's expenses

Filter & Navigate:

• Use status tabs: All, Draft, Submitted, Approved
• View expense list with details: ID, title, amount, category, and priority
• Tap any expense to view full details or edit

Status	Meaning	Action Required
🟡 Pending	Waiting for manager or finance approval.	None.
🟢 Approved	Accepted and queued for the next payment cycle.	None.
🔴 Rejected	Needs correction or clarification.	Check Comments and resubmit.
🔵 Reimbursed	Funds have been successfully reimbursed.	Check your account.

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5. View & Respond to Comments

If an approver needs more information, they will leave a comment on your expense record.

• Notifications: You will receive a push notification if a comment is added.
• How to View: Open the specific expense and scroll to the Comments section at the bottom.
• How to Reply: Type your clarification and tap send. This keeps the audit trail clean.

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Quick Summary

Action	Steps
New Expense	Expenses → "+" → Add Manually → Scan Receipt
Claim Transaction	Cards → Transaction History → Select Item → Create Expense
Check Reimbursement	Expenses → Filter by "Paid" status