Creating a new expense request

This article explains how to submit an expense request in Xemplo, where applicable.

Expense processes and requirements can vary depending on your role and client. Only submit expenses that are relevant to your role and have been agreed.

Accessing the expenses section

From your Xemplo dashboard:

1. Select 'Expenses' from the left-hand menu

2. Click 'New Expense'

Completing the expense request

After clicking 'New Expense', a form will appear. Complete all required fields before submitting.

Description

Use this field to describe the expense.
This could be:

• a short explanation of the expense, or

• the name of a group of related expenses

Attachments

Upload any required receipts or supporting documents, in line with your company or client policy.

Add expense items

Click the '+' symbol to enter each expense. For each item, you’ll be asked to provide:

• Amount

• Category

• Date incurred

• Comments (optional, if additional context is helpful)

You can add multiple items to a single expense request if needed.

Submitting your expense request

Once all details are completed:

1. Review the information entered

2. Click Submit

The expense request will be sent to your line manager for review and approval.

What happens next

After submission:

• your manager reviews the expense

• you’ll be notified if it’s approved or if further information is needed

You don’t need to take further action unless you’re contacted.

Helpful to know

• Expense eligibility and approval rules vary by role and client

• Always attach receipts if required

• Submitting incomplete information may delay approval

If something doesn’t look right or you’re unsure whether an expense applies to you, you can submit a support request at any time.