How to Submit an Expense Claim in Odoo HRMS: A Step-by-Step Guide
Managing work-related expenses can often feel like one more task on an already full plate. But with Odoo HRMS, the process is intuitive, paperless, and completely streamlined. Whether you’re claiming travel, meals, or client entertainment costs, Odoo ensures employees can submit expenses quickly—and managers can approve them without delay.
In this guide, we’ll walk you through exactly how to submit an expense claim in Odoo HRMS. No technical jargon—just straightforward steps you can follow in minutes.
Step 1: Access the Expenses Module in Odoo
Start by logging into your Odoo employee portal with your credentials. Once inside your dashboard:
- Locate the “Expenses” module.
- Click to enter and begin managing or submitting expenses.
This module is your go-to place for recording, submitting, and tracking all expense-related activities.
Step 2: Create a New Expense Entry
To submit a new expense, follow these steps:
- Click the “New” button at the top of the screen.
- You’ll see a form where you can enter key details of your expense.
Here’s what to fill out:
- Description: Provide a brief but clear title, such as “Lunch with Client” or “Cab from Hotel to Airport.”
- Product: Choose the expense type—commonly used options include Travel, Meals, Lodging, or Office Supplies.
- Date: Enter the exact date the expense was incurred.
- Total Amount: Specify the full amount paid, including taxes if applicable.
- Customer to Reinvoice (optional): Select this only if the expense should be billed to a client.
- Attach Receipt: Upload a clear photo or scanned copy of the receipt. This is crucial for validation and approval.
💡 Pro Tip: Make sure your receipts are legible and match the expense details you entered.
Step 3: Submit the Expense for Approval
Once all fields are completed:
- Click “Save” to store the entry.
- Then Click “Create Report” after saving.
- Then click “Submit to Manager” to forward it for approval.
You can track the status of your submission at any time—whether it’s still pending, approved, or rejected—directly within the Expenses module.
Step 4: Manager Review & Feedback
Your manager will review your submitted claim. They have three options:
- Approve the claim if everything checks out.
- Return the expense for more information (usually due to a missing receipt or unclear details).
- Reject the claim if it doesn’t comply with internal policies.
You’ll be notified instantly within Odoo—and often via email—so you always know what’s next.
Step 5: Reimbursement Process
Once approved, the expense automatically moves to the Accounting team for processing.
Reimbursement is issued based on your organization’s payroll cycle—whether that’s weekly, bi-weekly, or monthly. You’ll receive the amount in your designated payment method, with full transparency along the way.
Pro Tips to Speed Up Your Expense Approval
Want your expense claims approved without delays? Keep these best practices in mind:
- 🧾 Always attach receipts – claims without receipts are likely to be returned or declined.
- 🖊️ Use clear, specific descriptions – vague titles may trigger additional questions.
- ⏱️ Submit claims promptly – don’t wait until the end of the month.
- 🔍 Double-check your entries – especially the date and amount.
Final Thoughts
With Odoo HRMS, expense management becomes effortless—for both employees and finance teams. No more lost receipts, manual forms, or approval bottlenecks. Everything happens in one place, with complete visibility from submission to reimbursement.
If your company uses Odoo and you’re still handling expenses the old-fashioned way—now’s the time to switch. The process is simple, fast, and fully digital.
Need Help Setting Up or Customizing Odoo HRMS?
At Odiware, we specialize in Odoo implementation, customization, and training. From expense claims to payroll and performance management—we’ll help you unlock Odoo’s full potential.
📞 Call Us: +91 86608 65440
📧 Email: sales@odiware.com
🌐 Visit: www.odiware.com
Schedule your free consultation today and take the hassle out of HR operations with Odoo.
