--- title: Managing Expenses with Yordex description: The Yordex expenses module is the easiest way for employees to submit expenses while providing budget owners and finance teams full visibility and real-time control. Similarly, Yordex provides a singl --- [Skip to content](https://help.yordex.com/managing-expenses-with-yordex#main-content) English Show submenu for translations [Raise a support ticket](https://help.yordex.com/kb-tickets/new?hsLang=en) ![New logo-1.svg\]](https://help.yordex.com/hubfs/New%20logo-1.svg) Open main navigation Close main navigation - English Show submenu for translations - [Raise a support ticket](https://help.yordex.com/kb-tickets/new) - [Back to the Yordex app](https://spend.app.yordex.com/spend) [Back to the Yordex app](https://spend.app.yordex.com/spend) Welcome to the Yordex help centre! - There are no suggestions because the search field is empty. 1. [Yordex Help Centre](https://help.yordex.com/?hsLang=en) 2. [Expenses](https://help.yordex.com/expenses?hsLang=en) 3. [Managing Expenses](https://help.yordex.com/expenses?hsLang=en#managing-expenses) # Managing Expenses with Yordex The Yordex expenses module is the easiest way for employees to submit expenses while providing budget owners and finance teams full visibility and real-time control. Similarly, Yordex provides a single hub to submit, review, approve, track and reimburse expenses. Allowing all employees to manage expenses in one place, no matter where they sit in the approval chain. Expenses can be submitted in several ways, providing the employee with greater flexibility and the finance team with only one source of submissions. As well as Yordex card expenses, Yordex manages [cash, mileage and personal card expenses](https://help.yordex.com/submitting-non-yordex-card-expenses?hsLang=en) which can be entered either manually or by uploading a photo of the receipt which will then be OCR scanned and generate an expense. This can be done either on the desktop web app or on the [native mobile app](https://apps.apple.com/us/app/yordex/id1499106478). ### The Expense Process: ### Submit: - Expenses for [cash, mileage or personal card payments](https://help.yordex.com/submitting-non-yordex-card-expenses?hsLang=en) are required to be cost allocated to a budget and have a receipt attached before they are submitted. - [Yordex card expenses](https://help.yordex.com/knowledge/submitting-a-yordex-card-expense?hsLang=en) are automatically added to the expenses tab and are required to have a cost allocation and receipt added before they can be approved. This can be done via the web app or [mobile app](https://apps.apple.com/us/app/yordex/id1499106478). - Yordex notifies users to provide receipts and automatically chases them. - All users are able to view their expenses under the 'My Expenses' report. ### Approve: - Once an expense is submitted, it goes through the approval process. Our default approval process and some possible options are outlined [here](https://help.yordex.com/approval-rules?hsLang=en). Please [get in touch](https://share.hsforms.com/1GkhvAScyRzen4XSQUYyWkg2bzup) to configure your approvals to suit your work processes. - Approvers can query expenses using the comments function and then decide to approve, reject or edit the expense. - Admin users can also [chase approvers](https://help.yordex.com/knowledge/chasing-expense-approvers?hsLang=en) to approve expenses, en-mass. - Approvers are able to view the expenses that need their approval under 'Expense Reports'. ### Track: - Admin users can view all expenses in the 'All Expenses' tab under 'Expense Reports'  - Once an expense is approved it will then contribute to the budgets visible under the 'Reports' tab. They can also be tracked against your budgets and forecasts, as explained [here](https://help.yordex.com/knowledge/updating-forecasts?hsLang=en). - Expenses paid on the Yordex card do not need reimbursement and will be marked as 'Completed' once they have been fully paid and approved. They will then be ready to sync with your accounting software, as outlined [here](https://help.yordex.com/knowledge/syncing-transactions-with-xero?hsLang=en). - Non-Yordex card expenses that are approved need to be reimbursed before they are marked as completed. This process is straightforward and is outlined [here](https://help.yordex.com/knowledge/approving-an-expense?hsLang=en). - Admin users can view all expenses in the 'All expenses' report. - [My Account](https://help.yordex.com/my-account?hsLang=en#main-content) - [Personal Details](https://help.yordex.com/my-account?hsLang=en#personal-details) - [My Cards](https://help.yordex.com/my-account?hsLang=en#my-cards) - [My Expenses](https://help.yordex.com/my-account?hsLang=en#my-expenses) - [Security](https://help.yordex.com/my-account?hsLang=en#security) - [Yordex Mobile](https://help.yordex.com/yordex-mobile?hsLang=en#main-content) - [Using the App](https://help.yordex.com/yordex-mobile?hsLang=en#using-the-app) - [Using the telephone assistant](https://help.yordex.com/yordex-mobile?hsLang=en#using-the-telephone-assistant) - [Yordex Account Setup](https://help.yordex.com/yordex-account-setup?hsLang=en#main-content) - [Account Setup](https://help.yordex.com/yordex-account-setup?hsLang=en#account-setup) - [Users](https://help.yordex.com/yordex-account-setup?hsLang=en#users) - [Credit line](https://help.yordex.com/yordex-account-setup?hsLang=en#credit-line) - [Cards](https://help.yordex.com/cards?hsLang=en#main-content) - [Cards FAQs](https://help.yordex.com/cards?hsLang=en#cards-faqs) - [Physical cards](https://help.yordex.com/cards?hsLang=en#physical-cards) - [Virtual Cards](https://help.yordex.com/cards?hsLang=en#virtual-cards) - [Ordering cards](https://help.yordex.com/cards?hsLang=en#ordering-cards) - [Topping up cards](https://help.yordex.com/cards?hsLang=en#topping-up-cards) - [Managing your account](https://help.yordex.com/cards?hsLang=en#managing-your-account) - [Your own company cards](https://help.yordex.com/cards?hsLang=en#your-own-company-cards) - [Expenses](https://help.yordex.com/expenses?hsLang=en#main-content) - [Submitting Expenses](https://help.yordex.com/expenses?hsLang=en#submitting-expenses) - [Approving Expenses](https://help.yordex.com/expenses?hsLang=en#approving-expenses) - [Managing Expenses](https://help.yordex.com/expenses?hsLang=en#managing-expenses) - [Payouts](https://help.yordex.com/payouts?hsLang=en#main-content) - [Managing payees](https://help.yordex.com/payouts?hsLang=en#managing-payees) - [Managing payouts](https://help.yordex.com/payouts?hsLang=en#managing-payouts) - [Other](https://help.yordex.com/payouts?hsLang=en#other) - [Approvals](https://help.yordex.com/approvals?hsLang=en#main-content) - [Approvals](https://help.yordex.com/approvals?hsLang=en#approvals) - [Invoices](https://help.yordex.com/invoices?hsLang=en#main-content) - [Managing Invoices](https://help.yordex.com/invoices?hsLang=en#managing-invoices) - [Submitting Invoices](https://help.yordex.com/invoices?hsLang=en#submitting-invoices) - [Accounting](https://help.yordex.com/accounting?hsLang=en#main-content) - [Xero](https://help.yordex.com/accounting?hsLang=en#xero) - [Sage 50c](https://help.yordex.com/accounting?hsLang=en#sage-50c) - [Exporting Transactions](https://help.yordex.com/accounting?hsLang=en#exporting-transactions) - [Supporting](https://help.yordex.com/supporting?hsLang=en#main-content) - [About Yordex](https://help.yordex.com/supporting?hsLang=en#about-yordex) - [Reference](https://help.yordex.com/supporting?hsLang=en#reference) - [Fields](https://help.yordex.com/supporting?hsLang=en#fields) - [Cost Allocations](https://help.yordex.com/cost-allocations?hsLang=en) - [Suppliers & Purchases](https://help.yordex.com/suppliers-purchases?hsLang=en#main-content) - [Supplier approvals](https://help.yordex.com/suppliers-purchases?hsLang=en#supplier-approvals) - [Purchases](https://help.yordex.com/suppliers-purchases?hsLang=en#purchases) - [Supplier creation](https://help.yordex.com/suppliers-purchases?hsLang=en#supplier-creation) - [Supplier Terms & Quotes](https://help.yordex.com/suppliers-purchases?hsLang=en#supplier-terms-quotes) - [Budgets and Cost Allocations](https://help.yordex.com/budgets-and-cost-allocations?hsLang=en#main-content) - [Cost Allocations](https://help.yordex.com/budgets-and-cost-allocations?hsLang=en#cost-allocations) - [API](https://help.yordex.com/api?hsLang=en) Copyright © 2026, Yordex Limited