hr_expenseExpenses
Carries employee expenses from the receipt to the accounting entry
The employee uploads the receipt and the manager approves it; the approved expense report turns into a journal entry and a reimbursement.
What it does
The Expenses app collects in one place what an employee pays out of pocket or spends on the company's behalf. The receipt is uploaded from a phone, sent by email or dragged and dropped; Odoo scans the receipt and creates an expense record with the total amount and the date. The records are gathered into a single expense report and go to the defined approver. The approved report is posted to the accounting journal and is either paid to the employee or reinvoiced to the customer.
Entering receipts
An expense record is opened by email, by scanning, by drag and drop, or by hand. Odoo scans each receipt and creates a record with the total amount and the date. The employee can do the same from a phone; a team in the field enters its expenses without going back to the office.
Approval flow
The expense records that have built up are gathered into one expense report with a single click. You define by role who approves which report. The dashboard shows all expenses, the reports and the stage they are at; which report is waiting with whom can be followed.
Posting to accounting
Approved expenses are posted to the accounting journals defined during the setup. Expense categories come ready when the app is installed; we adjust the account mapping to your company's chart of accounts. The expense record therefore does not have to be entered into accounting a second time.
Reinvoicing to the customer
You mark an expense either to be reimbursed to the employee or to be reinvoiced to the customer. When a re-invoiceable expense is approved, the related sales order is updated automatically. On field and project work, items such as travel and accommodation are collected this way.
We don't just install the module — we fit it to your business
ASON adjusts the expense categories and the account mapping to your chart of accounts; defines approval rights by role, sets up the email alias for sending receipts, and tests the flow from expense to accounting entry or customer invoice end to end with your team.
- Setup & ConfigurationModeling and rollout tailored to your processes.
- Data MigrationWe migrate your existing data without loss.
- Team TrainingHands-on training and documentation.
- Regulation & LocalizationTürkiye-specific compliance and integrations.
Technical scope
Apps it works with
The other 5 apps in the same category — they all read the same database.
Accounting
Full accounting, from the journal entry to the financial statements
Payments
A payment provider connection for collecting invoices online
Spreadsheet
A spreadsheet and dashboard connected live to Odoo data
Enterprise
Sign
Gets contracts and forms signed online and keeps the signed copy
Enterprise
Documents
Gathers documents in folders and links them to records and to the workflow
Frequently asked questions
Do employees have to learn to use Odoo?
Entering an expense needs no deep training. The employee either uploads a photo of the receipt from the mobile app or sends the receipt to the designated email address; the record is created on its own. The number of fields they fill in on screen is small. Training is mainly needed on the side of the approving managers and accounting; we cover that part during the setup, according to your company's own flow.
Can we upload the receipt from a phone?
Yes. The employee uploads a photo of the receipt from the mobile app; the same receipt can also be sent to the email alias, dragged and dropped on the screen, or entered by hand. Odoo scans the receipt and creates an expense record with the total amount and the date. A team in the field enters its expenses without going back to the office.
Does receipt scanning use credits?
Vendor bill digitization uses one credit per document. We do not state anything definite about whether receipt scanning on the Expenses side falls under the same credit arrangement; we check the current terms before the setup and give you the answer in writing.
Who approves the expense report, and how is that decided?
You decide who approves which expense report through role definitions. A department manager sees their own team's reports, and accounting posts the approved ones. If your company has two-level approval, we configure that during the setup. Reports awaiting approval are listed with their stages on the dashboard, so none of them gets lost in anyone's inbox.
How does an approved expense report reach accounting?
Approved expenses are posted to the accounting journals defined during the setup, so the expense record does not have to be entered into accounting a second time. Expense categories come ready when the app is installed, and we adjust the account mapping to your company's chart of accounts. We decide together during the setup which category writes to which account.
Do purchases made with the company card go in here too?
The expense record states whether the expense was paid by the employee or by the company. If the employee paid, the amount is owed to them and the reimbursement step runs; if the company paid, there is no reimbursement step and the record is only posted to accounting. How company card transactions are matched against the bank statement is designed during the setup, according to the way you work.
How do we track expenses that will be reinvoiced to the customer?
On the expense record you mark whether the expense will be reimbursed to the employee or reinvoiced to the customer. When a re-invoiceable expense is approved, the related sales order is updated automatically. On field and project work, travel and accommodation items are collected this way.
See Expenses in your business
Submit a request for a free discovery call and demo.
Apps in the Finance category
Accounting, expenses, payments, e-invoicing
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