Features
Expense Management
Claims in, receipts attached, reimbursements out.
Untracked expenses and unaccounted advances are a persistent problem in growing organisations. Hitaji ERP gives employees a simple way to claim business expenses and request petty-cash advances, attaches the receipts, routes the claim through the right approver, and tracks reimbursement to completion — all within the configurable limits your finance policy sets. Every approved claim posts to accounting, so the books reflect actual spend without manual re-entry.
- Expense claim submission
- Advance / imprest requests
- Receipt attachments
- Approval routing
- Reimbursement tracking
- Policy limits enforcement
- 1Submit expense claims with receipts
- 2Request advances and imprest
- 3Route claims through approval
- 4Enforce policy limits
- 5Track reimbursements to completion
Submit expense claims with receipts
Employees raise claims for out-of-pocket business expenses — meals, travel, accommodation, and sundries — line by line, each with the amount, category, date, and an attached receipt or invoice. Claims group naturally by trip or project, and the total is visible to the approver before they decide.
Request advances and imprest
Before a trip or event, employees request a cash advance against an anticipated spend. The advance is approved and disbursed, then reconciled against actual receipts when the employee returns. Outstanding unretired advances are visible to managers and finance, so float does not disappear silently.
Route claims through approval
Claims travel to the employee’s line manager, or a finance approver above a threshold, before they are paid. Approvers see the full claim detail, attached receipts, and the employee’s outstanding advance balance in the same view, so the decision is informed and fast.
Enforce policy limits
Set per-category daily and per-trip caps — meal allowances, accommodation ceilings, mileage rates — and the system flags claims that exceed them before they reach the approver. Employees are warned during submission, not rejected after the fact, which reduces back-and-forth and keeps the approval queue clean.
Track reimbursements to completion
Approved claims move to a reimbursement queue in finance. Each claim is marked paid when processed, with the payment reference recorded, so both the employee and the finance team know exactly which claims are settled and which are still pending — without emails asking "when will I get my money back?"