Expense claims in kintone: outputting claim forms, approval seals and monthly lists

Which documents do you output at each expense step?

The basic setup is one claim app that carries the request, approval and payment status. In a larger company you can split claims and payments into separate apps, and the same mechanism outputs the documents. Under each step, the diagram shows an example of the document PRING outputs.

1. 1Expense request

   Expense claim form (with line items)

2. 2Approval

   Claim form with approver seals and dates

3. 3Receipt check

   Attached receipts, evidence bundle PDF

4. 4Payment

   Payment notice (bulk output at month end)

5. 5Monthly summary

   Expense list (Excel), list for journal entries

You can change the number and names of the steps to fit your process. Document links accepts 1 to 12 steps.

What does PRING output at each step?

Every document in the table below comes from an Excel file that you register as a template. The journal format and account items are decided in your template to match your accounting software.

How do approval records, the audit log, document links and AI reading help with expense claims?

In expense claims, you need to show quickly afterwards who approved a claim and whether a receipt supports it.

• Approval records and seals

  When an approver presses an approval action in process management, the approver and the time are recorded on the record, and a seal for each approval step (a date stamp for people without a seal image) is placed on the claim form. You can also choose whether to clear the records when a claim is sent back. The record is for the visual seal, and anyone with permission can edit the fields, so restrict the fields' access rights to the approvers.

  Help: Approval records and a seal per approval step

• Audit log

  Create the PRING File Log app in your own kintone, and each time a claim form is output, attached, replaced or deleted, one row with the time, version, file name and SHA-256 is added. If you also store the transaction date, amount and counterparty, you can search the log app by them. The records are not stored on PRING servers.

  Help: Audit log of output files

• Document links and the evidence bundle

  Link the claim app and the payment app by a number (LOOKUP), and Document links shows the claim, the approver and the result of matching each attachment's SHA-256 on one screen. The evidence bundle PDF puts receipt images and PDFs in one volume with a cover page (up to 30 MB and 100 files).

  Help: Case links and the evidence bundle

• AI reading of invoices

  When an invoice arrives from a supplier and you pay it as an expense instead of reimbursing an employee, AI reading can turn the invoice into a record. It uses your own Gemini API key, and a record is created only when a person checks and corrects the values on the confirmation screen and presses save. Receipts are not covered; the supported documents are quotes, delivery notes and invoices.

  Help: AI reading of supplier documents

How do you set up expense claim output?

First build the expense claim app in kintone, then set up the template and approval records in the PRING settings screen. With a single claim form template you can reach your first output in about 10 minutes.

1. 1

   Build the expense claim app in kintone

   Add the applicant, date and total, a line-item subtable (date, category, description, amount) and a receipt attachment field, and create the approval flow (request, manager approval, director approval and so on) in process management. PRING does not create this app. If you already have an expense app, you can use it as it is.

2. 2

   Prepare approver and approval time fields

   Add a user selection field for each approval and, if you like, a date and time field. Check the fields' access rights so that approvers can edit them.

   Help: Approval records and a seal per approval step
3. 3

   Register the claim form template

   Register the Excel expense claim form you use now in the settings screen and map fields to the cells. Expand line items as a subtable, and assign the approver fields to the approval cells as seals.

   Help: Register a template
4. 4

   Decide when the button appears

   For each template, choose the statuses in which the button appears and the users and organizations who can use it. For example, show the payment notice button only to the accounting organization.

   Help: Control when export buttons appear
5. 5

   Register the payment notice and the monthly list

   Register the payment notice as a one-record template and, at month end, filter a list and run bulk output. Register the monthly expense list as a template whose type is summary (one file from a list).

   Help: Set up aggregate export (a list into one document)
6. 6

   Set up the audit log

   Create the File Log app in the Audit log tab of the settings screen, and the record of outputs starts.

   Help: Audit log of output files
7. 7

   If needed, set up document links and invoice reading

   Set up the Document links tab if you want to bundle receipts as evidence, and the Document reading tab if you want to import invoices you pay as expenses.

   Help: Case links and the evidence bundle

Frequently asked questions

Related pages

• Help: Approval records and a seal per approval stepRecord the approver and time and place them as a seal
• Use case: PurchasingFrom approval forms and purchase orders to a payables report
• Use case: Hiring and employment contractsLetters and contracts from Word templates
• All use casesPurchasing, sales, expenses and hiring
• PRING features and pricing (home)Features, pricing and FAQ