Expense Management

Manageable expense reporting for on-site employees and simple tracking and approvals for field workforce managers – all in one intelligent system.

Check the Most Simplified Field Expense Tracking & Reimbursement Management!

Offer your clients the most simplified expense management for efficient on-site workforce management.

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Highlights on Expense Management

Easy Expense Logging On-the-Go

Easy Expense Logging On-the-Go

Make expense reporting hassle-free for field staff. With mobile-friendly tools, employees can record and submit expenses as they happen, reducing paperwork and delays in reimbursements.

  • Expense Tracking On-the-Go: Log travel, fuel, food, and accommodation expenses while on the field.
  • Receipt Capture: Snap and upload receipt photos directly through the app.
  • Customizable Categories: Select from predefined or custom categories to accurately classify expenses.
  • Real-Time Submission: Submit expenses instantly for faster processing.
  • Transparent History: Access a personal log of submitted and approved expenses at any time.

Smarter Expense Oversight

Gain control and visibility over field expenses with real-time tracking and approval tools. Ensure claims are valid, within budget, and compliant with policy.

  • Approval Workflow: Review, approve, or reject expense claims with ease.
  • Real-Time Monitoring: Track submitted expenses as they arrive, with no delays or surprises.
  • Comparison Tools: Compare expenses across employees, teams, or projects for better cost insights.
  • Integration with Payroll: Seamlessly link approved claims with payroll for timely reimbursements.
  • Comprehensive Reports: Generate detailed reports by employee, category, or period to support budget planning and financial decisions.

Smarter Expense Oversight

Benefits of Expense Management

No End-of-Month Expense Pileups

By encouraging real-time logging, field staff avoid the stress of gathering and submitting receipts in bulk at month-end, reducing errors, missing entries, and reimbursement delays.

Fraud Prevention Through Validation

Receipt uploads, paired with timestamp and geo-location data, ensure authenticity, helping to prevent manipulated or duplicate claims, especially in large, distributed teams.

Identify Hidden Operational Costs

Detailed expense logs across time and teams help managers identify recurring hidden costs (e.g., high tolls or meal costs in specific areas), enabling informed budgeting and route planning.

Budget Alerts to Control Overspending

Managers can set team-wise or role-based budget thresholds with alerts, helping control unplanned expenses in the field before they escalate, without halting work.

Faster Onboarding for New Hires

With guided categories, auto-suggestions, and an intuitive user experience, even new field staff can log expenses accurately, minimizing the learning curve and reducing misreporting.

Seamless Expense Linking

Employees can tag expenses to jobs, clients, or tasks, allowing project managers to track exact costs, calculate profitability, and make informed pricing decisions for future projects.

Reimbursement Visibility for Field Staff

Field agents can check their claims status (approved, rejected, or pending), eliminating the usual back-and-forth with HR and boosting confidence in the reimbursement process.

Multi-Currency Support

For companies with cross-regional or international teams, multi-currency logging allows field agents to report expenses in local currencies while centrally maintaining unified financial records.

reduced-burnout

Zero Paperwork

Digitized receipts, categorized logs, and approval trails ensure the organization is always audit-ready, eliminating the need to store physical bills or manually reconstruct records.

Use Across Diverse Industries

This feature enables businesses across various sectors to gain a competitive edge through more efficient operations and streamlined workflows.

Field Workforce & Task Management

Track on-site worker expenses for transport, safety gear, and meals across construction and maintenance sites.

Logistics, Delivery & E-commerce

Record fuel and vehicle-related expenses for drivers and delivery agents.

Sales, Surveys & Customer Engagement

Log travel, accommodation, and client meeting expenses by sales or survey personnel.

Support Services

Capture service-related expenses for healthcare visits, installations, or maintenance work.

Emergency Services

Manage costs associated with emergency deployments, transportation, or medical supplies in the field.

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Frequently asked Questions

Got queries? Check out the common FAQs below for complete clarity and get started with confidence!

Can I add an expense if I forgot to log it earlier in the day?

Yes, absolutely! Taskeye allows you to log past expenses by selecting the correct date and time. Simply upload the receipt and fill in the details—it will be saved transparently.

What happens if a field employee submits a duplicate expense by mistake?

The system flags possible duplicates based on date, amount, and category. Managers can then review and reject any repeated or suspicious claims during the approval process.

Can managers approve expenses while on the move?

Yes, Taskeye’s mobile app is designed for both employees and managers. Approvals, rejections, and even comments can be handled from anywhere—no need to wait for office hours.

Are there any notifications if my expense is rejected or needs revision?

Yes, you’ll receive instant app notifications if a claim is rejected or sent back for edits. You can view manager comments and resubmit with corrections if needed.

Can I upload more than one image per expense entry?

Definitely! You can upload multiple images for a single claim—this is particularly helpful for long bills, detailed invoices, or expenses that require various receipts.

What if I lose network while uploading an expense?

No worries! Taskeye works in low-connectivity areas by saving data offline and auto-syncing it once you’re back online, so your expenses are never lost.

Can I add a note or explanation to my expense submission?

Yes, there’s an optional comment box for every entry. In it, you can explain why a cost was incurred, add a job reference, or leave any important notes for the reviewer.

Can we restrict the categories of employees who have access to specific information?

Yes, admins can customize which expense categories are available for each team, department, or job role, ensuring that reporting remains relevant and clean.

What formats are supported for expense reports and exports?

Taskeye supports the export of expense reports in PDF, Excel, JPG, and CSV formats. Before exporting them for payroll or audit purposes, you can filter reports by employee, project, or date range.

How do I know if my reimbursement has been processed?

Once an expense is approved and marked for reimbursement, its status will update automatically. You can track all your expenses in your personal expense history, so there is no need to follow up.

Can multiple currencies be managed within the same team?

Yes. Taskeye allows expenses to be recorded in local currencies for international teams. The backend automatically normalizes the data for central reporting in your base currency.

Is there a way to group expenses under a specific field trip or project?

Yes! You can tag each expense with a project, task ID, or even a trip name. This makes it easier for finance teams to track overall spend per initiative or campaign.

Can employees still log expenses even after they have marked themselves off-duty?

Yes, employees can add or update their expense entries even after they have clocked out or marked themselves as off-duty, ensuring that no cost goes unrecorded, even if logged later.

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