Create, submit and review a claim
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Record a staff reimbursement request with project, category, amount, accounts and evidence before sending it for approval.
What you’ll accomplish
Record a staff reimbursement request with project, category, amount, accounts and evidence before sending it for approval. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How it works
The add_claim action creates a claim and submit_claim_for_approval starts the approval process. Editing is supported before or according to status permissions.
The booking ledger entry establishes expense and payable when the workflow reaches the appropriate stage. Reimbursement later clears the payable.
Draft claims can correctly show no ledger entries yet.
Follow these steps
- Select New Claim.
- Select project, category and claimant.
- Enter date and amount.
- Select the expense debit and staff-payable credit accounts.
- Add description and reference.
- Upload receipts.
- Save and Submit for Approval, then review the detail page.
Settings to check
Check it worked
After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Common mistakes to avoid
- Do not claim unsupported personal spending.
- Do not submit the same receipt twice.
- Use the correct project category.
- Keep sensitive receipt data limited.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.