Expenses

Saku Expenses keeps employee claims, company costs, client billing, and the delivery work they relate to in one workflow. Open Expenses from the Home hub or Flow to create a claim, attach a receipt, and follow it through approval and reimbursement.

Overview Pro

Expenses is available on Pro and Max. The workspace is split into My expenses, Approvals, Reimbursements, and the full team list. Every expense has an activity history that records creation, edits, review decisions, reimbursement, invoice attachment, and reopening.

Create an expense

Add a title, amount, currency, date, category, merchant, quantity, and optional notes. Attach a receipt when you have one. You can save a draft or submit immediately. Owners and admins can raise a claim for another team member when importing or correcting company records.

Mark the expense Reimbursable when the employer owes the claimant, and Billable to client when the approved cost should be recovered through an invoice. These are independent choices: a cost can be reimbursable, billable, both, or neither.

Receipts and team policy

Admins configure the default currency, default reimbursement choice, a receipt threshold, reimbursement instructions, and whether board admins may review expenses linked to their boards. When a claim meets the configured threshold, it cannot be submitted until a receipt is attached.

Approval workflow

A member saves a Draft and submits it when ready.
The claim moves to Submitted. Owners and admins can approve it or return it with a required explanation. An enabled board admin can review claims attributed to that board.
An Approved reimbursable claim appears in the Reimbursements queue. An admin marks it paid and can record a bank transfer or payroll reference.
A returned claim becomes Rejected. The claimant can edit and resubmit it. Reviewers can also reopen an approved claim when a correction is needed.

Approvers are notified when a claim is submitted. Claimants are notified when an expense is approved, returned, reopened, or marked as reimbursed. Notifications open the expense directly on web and mobile.

An invoiced expense cannot be reopened or deleted. Remove or void the invoice line first when a commercial correction is required.

Boards and cards

Attribute an expense to a board, a specific card, or both. Selecting a card also identifies its board. Linked expenses retain the delivery context for reviewers and continue to participate in existing card and board financial reporting when they are card-based. Board-only claims stay visible in the Expenses workspace without inventing a task.

CRM clients and invoices

Link a CRM account directly, or inherit the account from a linked card. An approved or paid billable expense can be added once to a draft invoice for the same client and currency. Saku creates the invoice line and records the source so the cost cannot be billed twice. See Composing invoices and CRM accounts.

Flow and mobile

Flow provides progressive columns for queues, inline capture, review, reimbursement, links, activity, and invoice attachment. The native app includes the same core workflow with device receipt picking, cached reads, deep links, search, and durable queued mutations. If a connection drops after a mobile decision, the outbox keeps it until sync succeeds.

API

Max teams can list, create, update, submit, approve, return, reimburse, delete, and invoice expenses through the REST API. Read operations require expenses:read; mutations require expenses:write. See the API reference.