Finance · Expense Management
Every expense captured, approved and categorised
Staff submit expenses with a receipt from the web or their phone, approvers decide from a notification, and finance sees the spend by category immediately.
- Included in
- Free plan and above
- Status
- Available now
- Module
- Finance
- Trial
- Included in the 7-day trial
Capture with a receipt
An expense needs a category, an amount, a date and a receipt. Attach the photo or PDF; on Business and above the AI reads the receipt and fills the fields for review.
- Receipt required by policy
- AI extraction of amount, date and supplier (Business and above)
- Supplier linked for recurring vendors
Approval routing
Set rules by amount, category or department. Requests go to the right manager by in-app notification, email or WhatsApp, and the decision is recorded on the expense.
- Amount and category rules
- Approve from email, app or WhatsApp
- Escalation when approvers do not respond
Budgets and reports
Compare spend against budgets per category or department, with alerts when a budget is close to its limit.
- Budget vs actual
- Overspend alerts
- Expense reports by period, category and person
What you get
- No lost receipts
- The receipt is on the expense from the moment it is submitted.
- Controlled spending
- Approval rules run on every request.
- Clear picture
- Spend by category and department is always current.
Questions
- Can staff submit expenses from their phone?
- Yes. The responsive web app works on any phone, and the KztOne mobile app will add camera capture.
- Can I reimburse staff?
- Mark approved expenses as paid and record the payment. A reimbursement report lists what is owed to each person.
- Do expenses appear in financial reports?
- Yes. Approved expenses are costs in your profit and loss and cash flow views.
- Which KztOne plan includes expense management?
- Expense Management is included in every plan, including Free. Every new workspace gets a 7-day trial of the full platform, so you can try it before choosing a plan.
Related
Approval Workflows
Route purchases, expenses, discounts, refunds and campaigns to the right approver by amount or category. Approve from email, app or WhatsApp. Growth and above.
Accounting & Finance
Track income, expenses and cash flow from the records that run your sales. Budgets, overspend alerts and financial reports without a separate accounting tool.
Document Management
Keep contracts, receipts, invoices and files attached to the records they belong to, searchable and permission-controlled. AI reads receipts for you.
See it with your own data
Create a workspace, import your records and try every feature free for 7 days.