Enabling the Expenses Module
Start by activating the module:
Apps → Install "Expenses"
This adds a new Expenses dashboard to both employees and finance users, fully integrated with Accounting and HR.
Submitting Expenses as an Employee
Employees can log business expenses via:
Expenses → My Expenses → Create
Each entry includes:
- 📌 Expense description
- 📅 Date of expense
- 📄 Product or category
- 💵 Total amount and currency
Employees can add multiple lines to a report and submit it for approval with one click.
Using Expense Categories and Projects
To ensure clarity in financial tracking, use structured expense categories:
- 🚗 Travel (flight, taxi, mileage)
- 🍽️ Meals and Entertainment
- 🏨 Accommodation
- 🔨️ Office Supplies
Each category can have its own GL account, approval flow, and tax settings.
You can also link expenses to specific projects, departments, or analytic accounts.
Expense Approval Workflows
Once submitted, expense reports move through a streamlined workflow:
- 📤 Employee submits expense
- 👤 Manager reviews and approves
- 📘 Finance validates and records to accounting
- 💸 Reimbursement is initiated (manual or automatic)
Each step is logged, and approvers are notified via email or in-app alerts.
Uploading Receipts and Documents
Receipts can be uploaded directly into each expense line via:
- 📁 Drag and drop on web
- 📷 Mobile photo upload
- 🧾 Scanned PDF or email forwarding (with OCR)
Receipts are stored securely, linked to reports, and viewable by auditors and managers.
Integration with Accounting and Payments
Approved expenses flow into your books automatically:
- 📚 Expense journals are updated with correct accounts
- 💼 Vendor bills or reimbursements can be generated
- 🏦 Payments can be made via bank or payroll
This reduces data duplication and simplifies reconciliation at month-end.
Expense Reports and Audits
Finance teams can run reports to track:
- 📊 Expense by employee, department, or project
- 📆 Pending vs. approved vs. reimbursed
- 🔍 Missing receipts or rejected items
Data can be exported for audits or synced with external accounting software.
Conclusion
Odoo 17 turns expense management from a chore into a breeze. With simple reporting, fast approvals, and seamless accounting integration, your team gets reimbursed faster — and your finance team gets clean, audit-ready records.
Need help configuring your expense categories or workflows? Our team can help you automate your reimbursements in Odoo.
