Documentation Index Fetch the complete documentation index at: https://docs.pluvel.com/llms.txt
Use this file to discover all available pages before exploring further.
Your employee bought something for the company with their own money. Now they need that money back.
Expense claims track what employees spend personally on company business, route those claims for approval, and make sure people actually get reimbursed. No more “did you ever get paid back for that client dinner?” conversations.
Submitting an expense
Go to Expenses
Navigate to Bills & Expenses → Expenses or click Submit Expense .
Enter the details
Date of expense
Vendor/merchant
Amount
Category
What it was for
Attach the receipt
Upload a photo or PDF.
Submit
Expense goes for review and approval.
Mobile submission Just paid for something? Submit right from your phone:
Open Pluvel on your phone
Snap a photo of the receipt
Enter amount and category
Submit
Done before you leave the restaurant.
Expense fields Field What it’s for Date When you spent the money Merchant Where you spent it Amount How much Category What type of expense Description Why (client dinner with XYZ Corp, etc.) Receipt Proof you bought it Project (Optional) Which project to charge
Categories Common expense categories:
Category Examples Travel Flights, hotels, rental cars Meals Client dinners, team lunches Supplies Office supplies, materials Transportation Uber, parking, mileage Software Subscriptions, tools Professional Conferences, training
Approval workflow How it works
Employee submits expense
Manager gets notified
Manager reviews — receipt matches? Amount reasonable? Business purpose clear?
Approve or reject
If approved, queued for reimbursement
Approval settings Configure in Settings → Expenses → Approvals :
Setting What it does Approval required Whether all expenses need approval Approval threshold Auto-approve expenses under $X Approvers Who can approve (managers, finance, specific people) Escalation What happens if not approved within X days
Expense status Status What it means Draft Started but not submitted Submitted Waiting for approval Approved Ready for reimbursement Rejected Denied (with reason) Reimbursed Money paid back
Reviewing expenses (for approvers)
Go to Expenses → Pending Approval
Review each expense
Check: Does the receipt match? Is the amount right? Was this for business?
Approve or reject (with notes if rejecting)
Bulk approval Select multiple expenses and approve them all at once. Good for processing a week’s worth of submissions.
Rejecting expenses When rejecting:
Click Reject
Enter the reason (missing receipt, personal expense, over policy limit)
Employee gets notified
They can edit and resubmit if it was just a mistake.
Reimbursement After approval, get people their money:
Via payroll
Add reimbursement to the next payroll run
Shows as reimbursement (non-taxable)
Employee receives it with their paycheck
Direct reimbursement
Pay the employee separately (Venmo, check, whatever)
Mark expense as reimbursed
Expense policies Set policies in Settings → Expenses → Policies :
Policy Example Receipt required For expenses over $25 Category limits Max $50 for meals without pre-approval Approval flow Manager first, then finance for amounts over $500 Mileage rate Current IRS standard rate
Clear policies mean fewer “is this okay?” questions.
Mileage tracking For driving expenses:
Choose “Mileage” category
Enter start/end locations or total miles
Rate calculates automatically (IRS standard rate)
Or enable GPS tracking for automatic mileage
Expense reports Generate reports to see where money’s going:
By employee — What each person spentBy category — Travel vs. meals vs. suppliesBy project — Which projects are costing whatReimbursement summary — What’s owed to whom
Receipt management Organize and store receipts.
