Expenses Submission and Approval Process Template -

Template

Expenses Submission and Approval Process

Streamline expense management with a clear and efficient approval workflow.

Managing business expenses doesn’t have to be complicated. The Expenses Submission and Approval Process Template ensures that every claim is submitted correctly, routed to the appropriate approver, and finalized on time. Finance teams gain transparency, managers retain control, and employees benefit from a simple way to receive reimbursements.

Why you need an Expenses Submission and Approval Process Template

Eliminate Manual Errors

Standardized workflows replace email chains and spreadsheets, reducing mistakes.

Increase Transparency

Real-time visibility into pending, approved, and rejected expense claims improves financial oversight.

Accelerate Approvals

Automatic routing to the correct approver shortens reimbursement timelines.

Improve Compliance

Audit-ready records for each submission and decision simplify policy enforcement and regulatory requirements.

Boost Employee Satisfaction

A clear, fast process for reimbursements enhances employee experience and reduces frustration.

Control Costs

Spending limits, categories, and approval rules ensure financial discipline across the organization.

Who will use an Expenses Submission and Approval Process Template

Employees – Submit expense claims with receipts attached and track approval status.
Team Managers – Review, approve, or reject requests while maintaining compliance with budget policies.
Finance Teams – Oversee company-wide expenses, automate reconciliations, and prepare accurate reports.
Executives / CFOs – Monitor spending trends, enforce policies, and support strategic decision-making.
Auditors – Access clear, traceable records that simplify financial reviews and compliance checks.

Jira Work Management project that includes costs submission and approval workflow

Jira work item with custom fields for expense / cost submission

What is included in the Expenses Submission and Approval Process Template

Predefined Workflow – Structured process from submission to approval to reconciliation.
Role-Based Permissions – Access control to ensure appropriate levels of responsibility.
Custom Fields and Screens - for filling in the amounts and reason for expense, as well as provide backgound context such as total budget for overhead expenses
Automated Notifications – Alerts for pending tasks and status changes.
Policy Enforcement Rules – Automatic application of spending categories, limits, and guidelines.
Integration Options – Compatibility with Jira, Confluence, and financial software for end-to-end visibility.
Audit Trail – Secure log of all actions, requests, and approvals for compliance.