# Expenses and receipts > Capture receipts, claim back what you paid yourself, and approve and reimburse your team's claims. *This article is being updated.* **Expenses** is where your business records spend that doesn't go through a purchase order. It shows by default for every business. Someone who can change modules can hide it in **Settings → Modules**. The page opens on **My receipts**. If your role can see the team's receipts, you also see **Team view**. If your role can approve claims, you see **Approvals**. If your role can configure Expenses, a **Settings** pill sits at the end of the row. ## Add a receipt 1. Go to **Expenses** and select **Add receipt**. 2. Under **Paid by**, choose **Personal** if you paid and need paying back, or **Company** for a company card or direct payment. 3. Attach the receipt. Select the upload area to add a photo or a PDF, up to 10 MB each and up to 5 pages. Use **+ Page** for a receipt with more than one page, and **Replace** to swap a page. 4. Fill in **Supplier / Merchant**, **Date** and **Total amount**. You can also link one of your suppliers under **Saved supplier**. 5. Check the tax. The tax field takes the name of your business's default tax rate (it reads **Tax** if there isn't one), and it's worked out from that rate. Change it if the receipt differs, or enter 0 for tax-free items. 6. Add a **Description**, and pick a **Category** if you like. If your role can see jobs, pick the **Job** the spend was for, or leave it **Not assigned**. 7. Select **Save receipt**, or **Save & Add Another** to capture the next one straight away. Until everything required is filled in, the window lists what's **Still needed:**. If your business requires a receipt photo, you can't save without one. If your business has no default tax rate yet, the window says so and receipts can't be saved until the owner sets one in **Settings → General**. If a save stops part way, **My receipts** shows the receipts **not saved yet**. Select **Resume** to finish one, or **Discard** to drop it. ## Your receipts **My receipts** shows your own receipts for the month you pick. Move between months, or pick a range. The first tile is named for the month, or **Range** when you've picked one, and shows that period's total before tax and how many receipts you captured. **Pending approval** and **Awaiting reimbursement** show all your claims still waiting, whatever period you pick. Select a receipt to open it. The image sits beside the fields, and you can zoom, rotate and page through it. Changes save as you go. Below the fields you can add **Notes**, tags and any custom fields your business uses, leave **Comments**, and open the receipt's **Activity**. To delete a receipt, use **Delete** on its row or in the open receipt. Tick several to delete them together, or to give them a job with **Assign job**. A receipt in a submitted, approved or reimbursed claim can't be changed or deleted. If your role can only view Expenses, you can open your receipts but not add or change them. ## Claims A **Company** receipt is just recorded. A **Personal** receipt goes into a claim so you can be paid back. - If your business auto-submits claims, the button reads **Save & submit**. Each personal receipt becomes its own claim and goes for approval when you save it. - Otherwise, personal receipts collect in your draft claim. Open any receipt in it and select **Submit claim** to send the whole claim for approval. When a period has receipts in a draft claim, **My receipts** tells you, and **Show them** lists them. While a claim waits for approval, its receipts are locked. Select **Withdraw claim**, then **Confirm withdraw**, to take it back and edit it. If a claim is rejected, the open receipt shows the reason. Make your changes and select **Resubmit claim**. When a claim is approved it shows as awaiting reimbursement, then **Reimbursed** once someone records the payment. ## Team view **Team view** lists your team's receipts for the month. **My team** shows people whose claims come to you for approval. **All** shows everyone's. You can narrow the list by status and by **Members**. You can open a team member's receipt to read it, but only its owner can change it. If your role can submit claims for the team, you can also: - **Submit** a draft claim on its owner's behalf, from its row or the open receipt. - Tick receipts and use **Edit category** or **Assign job**. ## Approve and reimburse claims If your role can approve and reimburse claims, **Approvals** has a badge counting the claims waiting on you. 1. Go to **Expenses → Approvals**. **Pending** shows the claims waiting on you. 2. On a claim's row, select **Approve** or **Reject**. A rejection needs a reason, which the person who claimed sees. 3. Or select a claim to open its receipts and work through the queue. While more claims follow, the buttons read **Approve & Next** and, after you give a reason, **Reject & Next**. On the last claim they read **Approve** and **Reject**. Approved claims show under **Approved**. Once you've paid the person back outside Prevarro, select **Reimburse** to record it. Prevarro doesn't move the money itself. Working through approved claims, the button reads **Reimburse & Next** while more follow. You can still **Reject** an approved claim until it's reimbursed. If your approval chain lets only the person who approved it reopen it, Prevarro refuses with **This claim's approval chain lets only its approver reopen it.** To decide several at once, tick them. **Approve all** shows when every claim you've picked is submitted, and **Reimburse all** when every one is approved. **Reject all** asks for one reason for them all. Select **All**, **Submitted**, **Approved**, **Rejected** or **Reimbursed** to look back month by month. You can search, and narrow the list with **Members**. Who approves each claim follows your business's approval routing. See **Approvals** for setting up chains and delegating while you're away. ## Expenses settings If your role can configure Expenses, the **Settings** pill holds: - **Expense categories** - turn categories on or off, add your own, and choose each one's job cost category. That's where a receipt on a job lands in the job's costs. Categories can be turned off but not deleted. - **Claim submission** - **Auto-submit claims for personal receipts** and **Require receipt photo**. - **Auto-approve threshold** - claims below this amount are approved without a review. Leave it blank to review every claim. - The tax rate receipts use, set in **Settings → General**, and approval routing, set in **Settings → Approvals**.