Expenses approved and paid back, fast
Record and approve expense claims and advances against clear categories and limits, then reimburse them, or let employees request reimbursement themselves and have it paid on their next payslip.
- Categories and limits
- Approve, then reimburse
- Paid on the payslip
Why it matters
Spend that's clear, fair and paid back fast
Claims, advances and reimbursements with categories, limits and approvals, paid back on the payslip when you choose. Receipts and rules are checked up front, so finance approves with confidence and employees get their money back sooner.
Rules set up front
Categories with per-claim limits and receipt rules, plus a monthly limit, so everyone knows what's allowed.
A clean approval trail
Every claim moves from pending to approved or rejected to reimbursed, and the employee hears about each step.
Back in their pay
Reimbursement requests can be paid on the payslip, so nobody waits for a separate transfer.
01Claims and categories
Every claim against a clear category
Record each claim with its employee, category, amount, date and description. Keep your own categories, each with a per-claim limit and a receipt rule, and set a monthly limit for the whole team.
- Travel, food, office, medical, accommodation and your own categories
- A per-claim limit and receipt rule for each category
- Monthly limits from your own policy
- Approval required, or approve automatically
Receipt
2 items
Accommodation
Limit 600.00 per claim
Medical
Limit 500.00 per claim
No receipt
1 item
Food
Limit 200.00 per claim
02Approve and reimburse
From pending to paid back, in two clicks
Approvers approve or reject each claim, and approved claims are marked reimbursed once paid. The employee is notified in the app, and by email when it's set up, at every step.
- Pending, approved, rejected and reimbursed statuses
- Separate permissions to approve, reject and reimburse
- Notifications to the employee at every step
- Managers only see their own team's claims
03Advances and reimbursement
Advances out, reimbursements back on the payslip
Track cash advances from request to settlement. Employees can request reimbursement themselves, itemised with dates, categories and receipt numbers, and choose to have it paid on their payslip once it's approved.
- Advances: pending, approved, settled or rejected
- Self-service reimbursement requests with itemised lines
- Receipt numbers recorded on every line
- Paid on the payslip, taxable or not, as you decide
Approve and reimburse your first claim.
Free for 24 hours
How it works
From setup to done, step by step
Set it up once with our team. After that, it runs every day on its own.
- 1
Set your policy
Create categories with limits and receipt rules, and set a monthly limit.
- 2
Record the claim
Log the claim, or let the employee request reimbursement themselves.
- 3
Approve or reject
Approvers decide, and the employee is notified straight away.
- 4
Reimburse
Mark it reimbursed, or pay it on the next payslip.
Nexa AI
Ask Nexa to clear the claims queue
Nexa reads the pending claims and the policy behind them, and prepares approvals for you to confirm.
See how the Nexa agent works“Show me the pending claims over 500.”
2 claims: Marcus Bell, travel 1,240.00 and Carlos Mendoza, accommodation 640.00.
“Approve the pending food claims from the marketing team.”
3 food claims from Marketing, all within the category limit. Ready to approve once you confirm.
“How much did we reimburse for travel this quarter?”
Travel reimbursements this quarter total 18,420.00 across 37 claims.
Everything included
Every detail of expense claims, covered
- Your own categories
- Travel, food, office, medical, accommodation and more.
- Per-claim limits
- A limit on every category.
- Monthly limits
- A ceiling for each month's claims.
- Receipt rules
- Require receipts where your policy does.
- Clear statuses
- Pending, approved, rejected, reimbursed.
- Employee notifications
- At every step, in the app and by email.
- Advances
- From request to settlement.
- Self-service requests
- Employees request reimbursement themselves.
- Itemised lines
- Date, category, item and receipt number.
- Paid on the payslip
- Reimburse with payroll when you choose.
- Approval control
- Require approval, or approve automatically.
- Team scoping
- Managers see only their own team's claims.
One platform
Expense claims isn't all Nexa People does
Configurable payroll that reads approved attendance, leave and overtime, and shows its working on every payslip.
Business trips requested, approved and closed out, with travel expenses, advances and per-diem rules alongside.
One record for every employee, kept accurate by approved changes and shared by every module.
Start free today
Put every claim on a clear path to payback
Categories, limits and receipt rules up front, approvals in a click, and reimbursements that can arrive on the payslip. Start free and approve your first claim today.
- 01Limits and receipt rules
- 02Paid on the payslip
- 03Approvals in a click
Yes. Each category has its own per-claim limit and receipt rule, and you can set a monthly limit too.
Claims move from pending to approved or rejected, and approved claims are then marked reimbursed. The employee is notified at each step, and you can require approval or approve automatically.
Yes. Employees can submit reimbursement requests from self-service, itemised with dates, categories, items and receipt numbers.
Yes. A reimbursement can be included in the payslip once it's approved, as taxable or non-taxable, so it arrives with the employee's pay.
Yes. Advances are recorded with the employee, reason, amount and date, and move from pending to approved to settled.