Expense claims and advances in one traceable flow.
Every organisation repeats the same cycle: someone spends money, collects a receipt, fills in a form, chases a manager, waits for finance, and eventually gets reimbursed — or does not, and nobody is quite sure why. Tenderely BPM turns that cycle into a structured flow with approval steps, spending rules and a full audit history, without writing a single line of code.
What does an expense process repeat?
01
Raising an expense claim
An employee lists what they spent, attaches receipts and assigns each line to a cost centre. When this happens in a chat message or by handing over a paper envelope, nothing is comparable later.
02
Requesting a cash advance
Before travel or a project, someone needs money upfront. The advance has to be approved, issued and then tracked until it is either settled or returned.
03
Travel and trip approval
The decision to travel should be approved before the ticket is booked, not after the receipt arrives. Destination, purpose, estimated cost and duration all belong in that pre-approval.
04
Manager approval
Line managers check whether the spend was legitimate and within limits. When this step lives in e-mail, reminders are manual and the trail disappears.
05
Finance review and payment
Finance checks cost-centre coding, spending limits and whether receipts match amounts. Payment or rejection has to be communicated back to the employee.
06
Advance settlement
After the trip or project, the advance has to be matched against actual spending. The difference is either reimbursed or returned, and both outcomes need a record.
Where does this break down today?
Receipts arrive in every format
A crumpled paper receipt, a forwarded e-mail, a photo in a chat. Because they never land in the same place, finance ends up chasing documents instead of reviewing them.
Approval stalls in someone's inbox
A manager on the road does not see the claim. Nobody sends a reminder. The employee waits and finance cannot close the period until the approval comes in.
Spending limits are remembered, not enforced
The rule that a hotel night should not exceed a certain amount is written in a travel policy that most people have never read. It surfaces only when an auditor asks.
No one can see the total until month-end
How much has been claimed against each cost centre this month, how many advances are still unsettled, which claims are still waiting for approval — those numbers only appear when someone builds a spreadsheet after the fact.
What changes with Tenderely BPM
01
Claims are structured records
Each claim captures who spent, what on, how much, against which cost centre, with receipts attached. Because the structure is defined, every claim is comparable and reportable from day one.
02
Spending rules live inside the flow
Conditional branching means a claim above a threshold automatically routes to an extra approval step. The rule enforces itself; nobody has to remember the policy document.
03
Advances are linked to their settlement
An advance and the eventual expense claim that settles it are connected as parts of the same record. The open balance is visible at any point, not just when someone calculates it manually.
04
Approval happens on a phone
The same flow runs in the iOS and Android apps, so a manager travelling for work approves or rejects a claim with one tap, and the process keeps moving.
05
Waiting steps chase themselves
Give an approval step an SLA and Tenderely sends a reminder when the deadline passes. Claims stop sitting quietly in inboxes.
06
Spend is visible now, not at month-end
Claimed amounts by cost centre, advances still open, claims pending approval and rejected items all sit on a dashboard in real time, so finance sees the picture before the period closes.
FAQ
Can we set different spending limits for different roles or departments?
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Yes. Approval routing and conditional steps are configured without code. A claim from one department or above a certain amount can follow a completely different path from another, and those rules are part of the flow itself rather than relying on anyone to enforce them manually.
Does this module connect to the employee records we already have in Tenderely?
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Yes. The expense module is designed to bind to the person or employee form you already have in your workspace, so the claimant's details, department and cost centre carry through automatically without double entry.
Can employees submit claims and check status from their phones?
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Yes. The forms and the approval steps both work in the iOS and Android apps as well as on the web. An employee can photograph a receipt, attach it to a claim and submit everything from their phone.
Who can see which expense records?
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Role-based and unit-based permissions decide who sees what. An employee sees their own claims and advances. Their manager sees the claims awaiting their approval. Finance sees all records. No configuration bleeds across those boundaries unless you explicitly set it up that way.
Is there an audit trail if a claim is disputed later?
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Yes. Every status change, approval decision, rejection reason and document attachment is recorded with a timestamp and the name of the person who made the action. The full history of a claim is always available without any manual logging.