Expense management software · 11:20 IST, a claim

Expenses that close into payroll.

Expense management software for small teams. The employee types a claim once and attaches the receipt as proof. The policy check, the approval and the reimbursement follow, and each step is a line you can open later.

Request an invite See the policy check

Included in LekhaHR Business: ₹119 per employee per month on annual billing for the first 25, no minimum; GST extra. See every band

Cab trip receipt

Trip: Trip 7Q4-2291
Date: 24 Sep 2026 · 10:42
From: Koramangala
To: Whitefield
Distance: 17.8 km
Fare: ₹462.86
GST: ₹23.14

Total₹486.00

Operator GSTIN 29•••••••••1Z5

typed once by Rohan, with the receipt kept as proof

DateThu 24 Sep
Amount₹486
CategoryLocal travel

Claim EX-0418 · Rohan Das

Client visit, Whitefield · 3 lines

24 Sep · Cab, Koramangala to Whitefield: ₹486

because ₹998 of cab fares on 24 Sep is within the ₹1,500-a-day local travel limit

24 Sep · Cab, Whitefield to Koramangala: ₹512

because above ₹500 a receipt is required, and it is attached

24 Sep · Lunch with the client's finance team, 3 people: ₹1,840

because it is within ₹2,500 a meal

Claim total: ₹2,838

SubmittedFri 25 Sep · 18:10 IST
Approved by PriyaMon 28 Sep · 11:20 IST
Checked by NandiniTue 29 Sep · 15:40 IST
Staged forOctober salary · paid Fri 30 Oct

Design preview · sample data · Paiteq Technologies

No. 02

Claim from the phone

because a receipt that sits in a wallet for three weeks becomes a claim nobody files.

A claim in a minute, from the phone, with the bill attached.

Rohan starts with the receipt, a photo or a file. He picks the category, types the date, amount and merchant, and adds a line for each cab and meal on the visit. LekhaHR keeps the photo as proof and doesn't read numbers off it.

Several lines, one claim

A client visit is one claim, with a line for each cab, meal or ticket.

The rule before submit

Each line shows its limit and receipt rule while it is typed, not after approval.

Entered for someone

HR can enter a claim for a person without a phone. The person stays the claimant, and both names are on the record.

New claimEX-0418

Client visit, Whitefield

Cab, Koramangala to Whitefield

Thu 24 Sep · Local travel

Receipt attached

₹486

Cab, Whitefield to Koramangala

Thu 24 Sep · Local travel

Receipt attached

₹512

Lunch with the client's finance team, 3 people

Thu 24 Sep · Client meals

Receipt attached

₹1,840

Within policy

Above ₹2,000, so it goes to Priya Menon.

Submit ₹2,838

Design preview · sample data

No. 03

Category policy

because a rule nobody sees until month end is a rule nobody follows.

How does expense management software check a claim against policy?

Each category carries its limit, its receipt rule and its ledger code. A rule is either a warning or a block, and the employee sees it before submitting. Paiteq's sample policy blocks only two things: a missing receipt above ₹500, and a line above twice its limit. Everything else is a warning with a reason.

Paiteq's sample expense categories
Category	Limit	Receipt	Ledger code
Local travel	₹1,500 a day	above ₹500	6120 · Conveyance
Client meals	₹2,500 a meal	always	6310 · Business promotion
Hotel	₹4,000 a night	always	6110 · Travel, domestic
Mileage, four-wheeler	₹11 a km	trip note, from and to	6120 · Conveyance
Internet and phone	₹1,000 a month	above ₹500	6420 · Communication

Sample policy · every limit and code is yours to set

because a per-km rate is a company setting. No law fixes one, so LekhaHR never presents it as a legal figure.

Policy check · claim EX-0418

run as Rohan typed each line

Cab fares, Thu 24 Sep: ₹998 of ₹1,500

Local travel is capped at ₹1,500 a day

Client lunch: ₹1,840 of ₹2,500

Client meals is capped at ₹2,500 a meal

Receipts: 3 of 3 attached

required above ₹500; Rohan attached the smaller one too

Duplicates: none found

no claim with the same amount, date and merchant in the last 7 days

Goes to: Priya Menon

Design preview · sample data

No. 04

Approve in the inbox

because in a small team the approver is a lead or the founder, between two other things.

The approver decides from one card, with the bill in front of them.

Priya got Rohan's claim in her inbox: three lines, the receipts a tap away and the policy check already done. In-policy claims up to ₹2,000 approve themselves and go straight to finance.

Approve, query, return or reject

A query keeps the claim open, a return sends it back for a fix, and a rejection needs a reason.

Routing by amount

Above ₹25,000, a claim goes on to Meenal Joshi after the manager.

Nobody approves their own

A claim from the approver goes one step up, and the claimant never checks it at finance.

To do1 claim waiting

Rohan Das

Customer Success Associate

₹2,838 · 3 lines

EX-0418 · Client visit, Whitefield

Within policy

Approve ₹2,838Return

Ask a question

Design preview · sample data

No. 05

Paid, with salary or in a batch

because a claim approved after the cutoff waits for the next run, and says so on the claim.

Paid with the next salary, or in its own weekly batch.

Paiteq pays approved claims with the next salary. September's inputs closed on Fri 25 Sep, before Priya approved, so EX-0418 is staged for October salary and paid on Fri 30 Oct.

With salary

October salary · Rohan Das

staged Tue 29 Sep · 15:40 IST

Earnings: as every month

Reimbursement · claim EX-0418: ₹2,838

on its own line, apart from earnings, with the claim it came from

Design preview · sample data

In a weekly batch

Finance selects approved claims, makes one bank file with control totals, and marks the batch paid with the bank's reference. Downloading the file never changes a status.

Paid from petty cash: recorded with a reason

because the ledger has to close even when no bank was involved

A single urgent claim: paid on its own

because finance can mark it paid with the transfer's reference

Someone leaving: goes into the F&F

because approved claims not yet paid are money due on exit

How the F&F picks them up

No. 06

Advances

because an advance nobody settles turns into an awkward line at the F&F.

A travel advance, settled against the claims it paid for.

Rohan took ₹5,000 for a two-day visit to Mysuru. His claims settled ₹3,860 of it, and he paid back the ₹1,140 left over on Fri 11 Sep.

Left over, recovered in parts

If it isn't paid back, the rest is recovered from salary in instalments you cap, within the 50% limit on deductions (s.18), each one a line on the payslip.

Spent more than the advance

The extra becomes an ordinary reimbursement on the same claim.

Leaving with one open

Whatever is left becomes a recovery in the F&F, with the advance it came from.

Travel advance · Rohan Das

Client visit, Mysuru · Tue 8 – Wed 9 Sep

Given, Fri 4 Sep: ₹5,000

approved by Priya, paid by Nandini

Bus, Bengaluru to Mysuru and back: −₹1,260

settled by a claim with its receipt

Hotel, one night: −₹2,600

settled by a claim with its receipt

Paid back, Fri 11 Sep: −₹1,140

by bank transfer, recorded by Nandini

Still open: ₹0

Design preview · sample data

No. 07

For your accountant

because the approval trail is the record an accountant asks for.

Ledger codes, the tax on each bill, and a file your accountant can import.

Every category carries a ledger code. At the finance check, the reviewer captures the vendor's GSTIN, the invoice number and the tax on the bill, so your accountant can check input credit against their own records. LekhaHR records what the bill says. It doesn't decide what is claimable.

Finance check · Cab, Koramangala to Whitefield

EX-0418 · checked Tue 29 Sep · 15:40 IST by Nandini Ghosh

Ledger code: 6120 · Conveyance

Vendor GSTIN: 29•••••••••1Z5

Invoice: Trip 7Q4-2291

Tax on the bill: ₹23.14

Bill in the company's name: no, in the rider's

recorded as it is, for your accountant to read

Design preview · sample data

Month-end export: CSV, or a file for Tally

because each line carries its ledger code, its claim and who approved it

Reports: by person, category or project

because the same ledger lines add up any way you cut them

Advance ageing: oldest first

because an open advance is money someone still holds

GST fields: only if you turn them on

because a company that isn't registered for GST has no use for them

No. 08

An honest note

because the right tool for your team matters more than one more sign-up.

Who LekhaHR expenses are written for.

Written for you if

Teams whose people spend a little and wait too long to get it back.

Claims arrive as photos on WhatsApp and a spreadsheet at month end.
Your people visit clients, and travel advances live in someone's head.
You want each reimbursement on the payslip or in one bank file, with the approval behind it.

Talk to us first if

Some spend setups need a conversation before an invite.

You need company cards with live transaction feeds. LekhaHR records claims and advances, and doesn't issue cards.
You want receipts read automatically. Employees type the amount, and the receipt is kept as proof.
You book flights and hotels through a travel desk and want the bookings inside the tool.

No. 09

Questions

Tax answers stay with your accountant. We say what LekhaHR records.

What small teams ask before they move claims out of WhatsApp.

What is expense management software?

It takes a spend from the receipt to the repayment: the claim, the policy check, the approval, the finance check and the payout. In LekhaHR each claim is a set of ledger lines, and every line keeps its receipt, the rule it was checked against and the person who approved it.

Does LekhaHR read the amount off a receipt?

No. The employee types the date, amount and merchant, and the photo or file stays attached as the proof. The approver and the finance reviewer see the bill beside each line, so a typed figure that doesn't match its receipt is easy to spot before anyone pays it.

How are reimbursements paid?

Two ways, and you choose. Approved claims can go with the next salary, on their own reimbursement line apart from earnings and not counted as wages for PF or ESI, or finance can pay them in a weekly batch from one bank file. A claim paid from petty cash is recorded with a reason, so the ledger still closes.

What does travel and expense management software cover?

In LekhaHR it covers travel advances before a trip, claims against them after it, and whatever is left over returned or recovered. Local travel, hotels, client meals, mileage at your own per-km rates, and internet and phone bills each sit in a category with its own limit and ledger code.

Does LekhaHR tell us how much GST input credit we can claim?

No. At the finance check it captures the vendor's GSTIN, the invoice number and the tax on each bill, and marks the categories you set as blocked credit. Your accountant decides what is claimable against their own records. Nothing is filed or claimed from LekhaHR.

What happens to open claims when someone leaves?

Approved claims that are not yet paid go into the F&F as money due, and what is left of a travel advance goes in as a recovery. Both show on the settlement statement with the claim or advance they came from, and neither holds up the wages due on the exit.

Can a claim be too late to file?

A late claim is flagged, never dropped. In Paiteq's sample policy a claim older than 30 days shows a warning, and one older than 60 days needs a special approval. Both limits are yours to set in the policy, and the approver sees how late the claim is.

No. 10 · By invitation

Let the next receipt become a ledger line.

because the bill is sized to the team you have. We reply to every request by email.

Request an invite Read about payroll