TaskRox Help & User Manual

From Expense in the sidebar, click New claim. A claim is a header (claimant, project, date range, status) plus one or more lines.

Claim header fields: claimant (defaults to you), project, company, date range, notes.

Line fields per row: category, date, merchant, description, amount, tax/GST, currency, cost code, budget/BOQ link, reimbursable flag, billable/claimable flag, mileage auto-calc for the mileage category.

The form supports inline editing — add as many lines as the claim covers, then save the draft or submit straight to approval.

Each claim has an Attachments tab. Upload receipts via drag-and-drop or the file picker; attachments are auth-gated through the standard upload route — only people who can see the claim can see the receipts.

Attachments are stored against the claim (not per line) so a single receipt covering multiple lines doesn't need to be re-uploaded. File types accepted are images and PDFs.

Expense claims move through a clear lifecycle: Draft → Submitted → Project approved → Finance approved → Exported → Paid, with Returned, Rejected, and Cancelled side paths.

• Draft is editable by the claimant.
• Submitted locks the claim from edits and notifies the approver.
• Project approved confirms the project/cost-code side of a project-tagged claim.
• Finance approved is the workspace finance gate; only finance-approved claims are ready for export.
• Returned sends the claim back to the claimant with comments for fixes; the claim re-enters draft.
• Rejected is terminal — a fresh claim is required.
• Cancelled closes a non-exported claim with a reason.
• Exported / Paid records batch export and later manual payment status.

Project-role approvers (project manager, cost controller) handle the project approval gate. Workspace admin (or finance role if defined) handles finance approval, export, reopen, paid, and workspace-only claims. Bulk-action support is in the register.

Finance-approved claims can be exported as a batch via Exports under Expense. CSV is for plain spreadsheet consumers; XLSX preserves number formatting and cost-code columns.

Each export batch is a unit. Lines included in an active batch are locked from re-export until the batch is reopened (which requires a reason and writes an audit row). Reopen is the safety net for accidental over-exports.

Live integrations with Xero / MYOB / QuickBooks / Employment Hero are out of scope for v1 — v1 only emits files.

Reports are available by project, by claimant, by category, by cost code, and by status. Each report respects the same workspace + project visibility as the register, so the totals you see match the claims you can open.

Use the Returned to you card on My Expense to act fast on claims sent back for fixes.