How to create an online employee expense claim form

Olivier Rousseau
3 November 2023 Employee Management 2 min read

Expense management is more than a clerical task – it is a vital part of your company’s financial health. An online expense report is not just a tool; it’s a gateway to efficiency and accuracy. Let’s take a closer look at each of its features and explore why they’re essential to your business.

In this article, we’ll discuss:


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How to create an expense claim form

Activity Messenger’s drag-and-drop interface is designed to make form creation as easy as possible.

But it’s not just about ease-it’s about allowing you to create a form that reflects your specific needs for tracking employee expenses.

By customizing the form to meet your organization’s unique needs, you ensure that every expense is accounted for correctly.

This level of customization is critical to maintaining a clear and consistent expense reporting process that aligns with your company’s policies and procedures.

📌 Pro Tip: My team & I run a kids sports business with over 100 part-time employees. To streamline the process we share the expense claim form in our communication channel (slack) to make it easy for employees to retrieve it. You can share the QR code attached to the form in your break room on add it as an opton on your staff portal.

Accurately track milage

Mileage is another major expense that needs to be tracked.

By automating the calculation, you eliminate human error and ensure that reimbursements are based on accurate figures. This is especially important for companies where travel is a significant portion of claims.

Accurate mileage tracking is essential for budget forecasting and can also serve as valuable data for analyzing travel needs and costs.

Simplified expenses entries

The Miscellaneous Expenses section is designed to capture the full range of expenses that don’t fit neatly into other categories.

This flexibility is critical for employees who incur a variety of expenses that are essential to business operations.

By allowing detailed descriptions, you can gain insight into spending patterns and make more informed decisions about budget allocations.

Simplified expenses entries

Uploading receipts to expense claim forms

Digital receipt uploads and electronic signatures are not just about going paperless – they are about security and speed.

Digital receipts are easier to track, store, and retrieve, reducing the risk of lost documents and enabling faster processing.

Electronic signatures add a layer of legal validity and speed up the approval process, ensuring that employees get reimbursed quickly.


📌 Pro Tip: By making it easy for staff to upload receipt and fill out expense claim forms om a smartphone, you’re also shifting to align with how Gen-Z employee what to communicate with their employer.

How to edit submissions

The ability to edit and resubmit expense reports is not just for convenience – it is critical for agility and accuracy.

Mistakes happen and circumstances change.

The flexibility of our system ensures that when they do, your expense management process is resilient enough to handle it.

This adaptability is critical to maintaining the accuracy of your financial records and ensuring that each claim reflects the true expenses incurred.

How to edit expense claim submissions

How to approve an expense claim

Accuracy and timely communication are paramount.

The move to online expense reports has made the approval process more efficient, but it still requires careful oversight.

The key is a system that ensures the right person reviews and approves each claim without delay.

Once submitted, an automated notification can immediately alert the designated approver. This streamlined process eliminates the potential for miscommunication and ensures that each claim is handled promptly and accurately.

Upon management approval, the form can be automatically routed to the accounting team for an even more seamless internal process.

Ensuring compliance with locked questions

Locked questions serve a dual purpose.

They protect the integrity of your expense reports and ensure compliance with corporate policies. By preventing changes to critical numbers, you reduce the risk of fraudulent claims and maintain consistency across all submissions.

This feature is critical for organizations that must adhere to strict budgeting controls and financial audits.


The Bigger Picture: A Tailored Financial Ecosystem

Each feature of Activity Messenger’s expense report form is a building block in creating a customized financial ecosystem for your business.

By providing a solution that is both comprehensive and customizable, we help you maintain control of your finances, ensure compliance, and save time and resources. It’s not just about managing spend – it’s about empowering your business to operate with greater financial intelligence and foresight.

Activity Messenger can also help simplify time-off request & manage and onboard part-time and seasonal staff 

To learn more, book a demo with one of our experts.

Written by Olivier Rousseau Olivier is a kids sports programs owner who has been operating for over a decade with locations in Montreal, Quebec city & Ottawa. He also helps Gymnastics Club, Swim Schools and Dance Studios streamline their operations. He is the co-founder of Activity Messenger an online registration platform for the sports & leisure industry.

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