Expense Reimbursement Application - User Guide

Welcome to haeywa's Expense Reimbursement Application! Our user-friendly platform is designed to make the process of submitting and tracking your expenses for reimbursement a breeze

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1. Getting Started

Logging In: To access the Expense Reimbursement Application, visit haeywa app and enter your credentials. If you're a new user, follow the registration instructions provided by your organization's admin.
User Roles and Permissions: The application supports different user roles, such as Employees, Managers, and Finance Team Members. Each role has specific permissions and responsibilities within the reimbursement process.

2. Submitting Expenses

Creating a New Expense Report: Once logged in, select "New Expense Report" to begin. Provide basic information such as the report title, period, and purpose.
Adding Expense Details: Enter individual expenses by specifying the date, category, description, and amount. Make sure to accurately categorize each expense for proper processing.
Uploading Receipts: Attach scanned or photographed receipts to validate your expenses. Clear and legible receipts are essential for faster approval.
Expense Categories: Choose from predefined expense categories like Travel, Meals, Lodging, Transportation, and Miscellaneous. If a specific category isn't available, use the "Other" category and provide details.

3. Review and Approval

Manager Review: Once you've submitted your expense report, your manager will receive a notification to review and approve your expenses. Managers can request changes if needed.
Edit and Resubmit Expenses: If your manager requests changes, make the necessary adjustments and resubmit the report for review.
Approval Workflow: Once approved by your manager, the expense report will be forwarded to the finance team for final review and processing.

4. Finance Processing

Final Review by Finance Team: The finance team will verify the accuracy and compliance of the expenses before processing the reimbursement.
Reimbursement Payment: Once approved by the finance team, reimbursement will be processed according to your organization's payment schedule. You'll receive the funds through your preferred payment method.

5. Tracking and Reporting

Dashboard Overview: The dashboard provides an overview of your pending, approved, and paid expenses. Monitor the status of your reimbursement requests at a glance.
Expense History: Access a detailed history of all your submitted expense reports, along with their approval status and payment details.
Generating Reports: Create comprehensive expense reports for specific time periods or projects. Customize these reports to fit your needs, whether for personal tracking or company audits.

6. Account Settings

Updating Profile Information: Keep your contact details and preferred payment method up to date for accurate communication and timely reimbursements.
Notification Preferences: Choose how you want to be notified about expense report updates—via email, app notifications, or both.

*Note: This user guide is for informational purposes only and does not replace any official company policies or guidelines.

Businesses onboard

With 250+ satisfied businesses onboard, we are transforming the business petty cash payments and management through our unique offering.

Testimonials

“It is a huge help in managing petty cash. We have become so much more organized. You have a good aap & a big money saver for start-ups.”

Arushi

Runs an Agri-Tech Start-up

“We have always been looking for technology solutions that help us to introduce convenience as well as optimization in our workflows. When haeywa team approached us we were impressed with their focus on these aspects along with the focus on reducing manual efforts.”

Chittaranjan Mohanty

Head Finance & Accounts at Subscription based satellite television provider

“The haeywa app has been a game-changer for our company's petty cash management needs! Its UPI payment feature eliminates cash withdrawals and makes it easy to pay for expenses like conveyance, small purchases, reimbursements, and field technician payments. haeywa's user-friendly platform makes depositing and withdrawing funds effortless, outperforming similar services we've used before. We're impressed and excited to continue using it for our expense management.”

Resham Sutra