Expense Request -> Approval -> Reimbursement

Unify expense request -> approval -> reimbursement -> journal entry in Sanka and automatically route approvals based on amount or account.

Use cases

• Expense reimbursement overview: Submit travel, entertainment, or supplies expenses online and track them through payment.
• Approval routing by amount: Auto-assign approvers by amount range (e.g., under JPY 30,000 goes to a manager; JPY 100,000+ goes to department head plus finance).

Sanka setup tips

• Use the Expense object for requests and make account, project, department, and attachments required.
• Track reimbursements with Payment, and manage employee out-of-pocket vs company card via properties.
• Define approval routes by amount range in Workflow, and add exception paths (urgent, executive approval).

Operating steps

1. Request: Register line items in Expense (account, amount, date, attachments). Link company card items when used.
2. Approval routing: Auto-detect approvers by amount, account, and department, and log approve/reject/resubmit events.
3. Reimbursement and payment: Roll approved requests into Payment, and record method (bank transfer, payroll deduction, etc.).
4. Journal and reporting: Export journal-ready CSV aligned to accounts and sub-accounts, then review by department/project on dashboards.

Automation ideas

• Workflow actions: Send reminders when no approval is completed within 48 hours.
• Record actions: Keep requests without receipts in "Pending" and notify the requester.
• Object actions: Auto-match monthly company card statements with Expense records.

Reports and monitoring

• Visualize expense burn rate by department, company card usage, and pending approvals in widgets.
• Monitor reimbursement aging to prevent payment delays.