Employees photograph the receipt and file the claim from their phone; policy limits and category rules check it before a human does; approvals follow the same workflow engine as everything else; and settled claims land in payroll or as a payout — with the trail finance needs at audit.
Why it exists
Expense management software replaces the envelope of bills on the finance desk with claims that carry their own evidence. In Kuzhu an employee photographs the receipt, picks the category — travel, food, accommodation, office expense — and submits from the phone before the bill fades. Policy limits per category and grade are checked at submission, so an out-of-policy claim is a conversation at entry, not a rejection three weeks later.
Approval follows the chain you configure — manager, then finance, or whatever your delegation of authority says — with every decision recorded. Finance sees a queue with amounts, categories and receipts in one view, approves or queries in place, and marks batches paid. Reimbursement lands in payroll or as a separate payout, your choice, with the trail intact either way.
What the organisation gets back is the spend pattern: claims by category, by department, by month, against policy. Advances are issued and settled against claims, so the perpetual "advance outstanding" spreadsheet retires. And because claims live on the same employee record as everything else, an exit automatically surfaces unsettled advances into the final settlement instead of after it.
The outcome
“Nobody pays for the company’s costs out of pocket for six weeks.”
Feature by feature
Start
01
Claims from the mobile app with receipt images attached
02
Category-wise policy limits enforced at submission, not discovered at audit
03
Multi-level approvals with delegation when an approver is away
Outcome
How it works
Most teams have this live inside the first month — the workspace exists on day one, and week three is a parallel run against whatever you use today.
Categories with limits by grade, receipt requirements and per-day caps. Policy is enforced at submission, visibly.
Photograph the receipt, pick category and amount, submit. Multi-line claims group a trip’s expenses into one approval.
Manager and finance approve in your configured order, with receipts attached to the decision — query in-thread instead of by email.
Approved claims batch into payouts — through payroll or separately — and each claim carries its payment status to the end.
Spend by category, team and month, with policy exceptions highlighted. Budget conversations get numbers instead of impressions.
Worth a closer look
Buyer questions
2 answers
The answer
Travel advances are issued against a trip, and claims submitted after the trip settle against the advance — the balance either returns or deducts through payroll, per policy. Nothing about this requires a side spreadsheet, and the person who never files the settling claim gets surfaced by the ageing report rather than forgotten.
The answer
Because approved claims flow into the payroll run automatically, reimbursements stop being the last-minute addition finance retypes at 7pm on the 30th. The cut-off is policy: claims approved by the date you set ride that month; later ones ride the next. Everyone can see which side of the line a claim landed and why.
Questions
Something else on your mind? +91 82093 73274 — a person answers, mon–sat, 10am–7pm ist.
Terms used here
Reimbursement
A reimbursement repays an employee for money spent on the company's behalf, against a receipt and within policy limits.
Expense claim
An expense claim is an employee's request to be reimbursed for a business expense, with the receipt, category and amount, routed for approval.
Yes — per category, per grade, with daily caps where you need them. Breaches are flagged at submission and require the approver’s explicit override.
Per category, per your policy — required above a threshold, optional below. The photograph lives with the claim forever.
Through the payroll run as a non-taxable reimbursement line, or as a separate payout batch — your configuration decides.
Yes. Advances issue against trips and settle against subsequent claims, with outstanding balances visible and deductible via payroll.
Every claim carries its receipts, approvers, timestamps and payment status. The category report and the exception report come from the same records.
Works best beside
Other money modules that share the same employee record, so information moves with the person instead of between spreadsheets.
No polished slides. No imaginary employee data. Walk us through how your HR actually works today and see where Kuzhu can take the work off your team.
30 minutes · Your numbers · Your questions
What happens in the demo
Attendance, payroll, approvals — whatever is creating the most work.
You see exactly how the workflows connect instead of hearing a feature list.
If Kuzhu is not the right answer, we will tell you.
Ready when you are.
Kuzhu HRMS
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