Review and process claims with confidence

When employees submit claims, those requests need someone to review the details, verify the receipt, and decide whether to approve. The Claims module surfaces pending claims where you can examine the supporting documentation and take action with a single click. Approved claims automatically flow to Finance for reimbursement.

Finding Pending Claims

Pending claims appear in two places:

• Pending Approvals section on the Overview tab, which shows only claims awaiting action.
• All Claims tab, where you can filter by Pending status to see all outstanding requests.

Click on any pending claim to open the Claim Request Details popup.

The Claim Request Details Popup

When you open a pending claim, you will see all the relevant information:

• Expense Claim header with a Pending status badge.
• Employee name and employee ID.
• Claim Type showing the claim category such as Health Expenses or Meals & Entertainment.
• Expense Date indicating when the expense occurred.
• Amount being claimed in the relevant currency.
• Remarks containing any notes or context the employee provided.
• Receipt section with a thumbnail preview of the uploaded receipt.
• History showing when the claim was submitted.

Reviewing the Receipt

The Receipt section displays a small preview of the uploaded document. Click View Receipt or the thumbnail image to open the full-size receipt in a new view. Verify that:

• The receipt date matches the Expense Date on the claim.
• The amount on the receipt matches the claimed amount.
• The purchase appears legitimate and falls within company policy.
• The vendor or merchant is appropriate for the claim type.

Taking Action

At the bottom of the Claim Request Details popup, three buttons appear for pending claims:

• Close closes the popup without taking action.
• Approve approves the claim and sends it to Finance as a payable.
• Reject opens a confirmation dialog where you can add a reason before rejecting.

Approving a Claim

1. 1 Click on the pending claim to open the Claim Request Details popup.
2. 2 Review the claim details and verify the receipt.
3. 3 Click Approve to approve the claim.
4. 4 The status updates to Approved and the claim flows to Finance → Expenses → Payables.

The employee is notified that their claim has been approved. The Approval Details section in the popup will show who approved the claim and when.

Rejecting a Claim

1. 1 Click on the pending claim to open the Claim Request Details popup.
2. 2 Review the details to understand why rejection may be necessary.
3. 3 Click Reject to open the rejection dialog.
4. 4 Add comments explaining the reason for rejection (optional but recommended).
5. 5 Click Confirm to reject the claim.

The employee is notified that their claim was rejected. They can view the rejection reason and submit a new claim if appropriate.

After Approval

Once approved, the claim appears in the Recent Activity section with an Approved status. It also creates or updates a payable record for that employee in Finance → Expenses → Payables. When you open an approved claim, the popup shows:

• Approval Details indicating who approved the claim and when.
• History updated to show both submission and approval timestamps.
• Only a Close button, since no further action is needed in this module.

Frequently Asked Questions

What's Next?

Continue managing claims in Officaid:

• Claim Statuses Explained breaks down each status and what it means.
• Viewing All Claims shows how to filter and search claim history.
• How Claims Become Payables explains the connection to Finance.