Expense Reimbursement

Run expense submission, amount-based approvals, payout, and accounting handoff in Sanka.

Unify Expense submission → Approval → Reimbursement → Journal in Sanka with automatic routing by amount or category.

Use cases

• Expense overview: Handle travel, entertainment, and office expenses online and track through payout.
• Amount-based approvals: Auto-select approvers by thresholds (for example, under ¥30k manager-only; ¥100k+ requires department head plus finance).

Sanka setup essentials

• Use the Expense object with required fields for category, project, department, and receipts.
• Record payouts in Payment, marking personal reimbursement vs. company card.
• Define Workflow rules for amount/category/department-based routing and keep an exception path for urgent approvals.

Operating steps

1. Submit: Create Expense lines with category/amount/date/attachments; link to company card statements when applicable.
2. Route: Auto-assign approvers based on amount, category, and department; track approve/reject/reapply history.
3. Reimburse: Batch approved expenses into Payment with payout method (transfer or payroll offset).
4. Journal & report: Export CSV with account/sub-account alignment; monitor spend by department/project in dashboards.

Automation ideas

• Workflow actions: Send reminders if no approval within 48 hours.
• Record actions: Hold status as “Pending” when receipts are missing and notify the requester.
• Object actions: Auto-match company card statements to Expense at monthly close.

Reporting and oversight

• Dashboards for department spend, card usage, and pending approvals.
• Aging view for unpaid reimbursements to prevent delays.