Expense claims and payment/reimbursement requests

The Payment / reimbursement claim request type lets an employee itemize what they spent — date, merchant, payment method, and one or more line items with quantity, unit price, and tax — attach receipts, and route it through its approval chain like any other request type.

Once the claim clears its chain, XBuddy automatically materializes it into a real Expense record: the line items, amounts, and receipt attachments carry over, and the Expense is created already approved and ready for payment — there’s no second approval step on the Expense itself. The originating request and the resulting Expense stay linked, so you can trace one from the other in either record’s document trail.

If a request type allows the final approver to approve a lower amount than requested, the materialized Expense reflects the approved amount rather than the original ask — line item prices are scaled down proportionally.

Related but separate: an Expense request type lets someone pre-approve an estimated budget before spending the money (no accounting entry yet) — useful for getting sign-off on a planned cost ahead of a trip or purchase, followed later by the actual payment/reimbursement claim once the money has been spent.