Benefits
Offer allowances and perks your team can claim — phone, travel, training and more. Employees claim against the limits you set, an admin approves or rejects each claim, and approved claims are paid with the employee's monthly timesheet.
How benefits work
Benefits has two sides. Admins open Company → Benefits to manage the catalogue and review claims. Employees open Benefits in the main menu (the My benefits page) to see what they can claim and send claims.
Setting up benefits (admins)
On Company → Benefits, switch to Benefits catalogue and click + New benefit. The page header also shows three tiles: claims submitted this month that are waiting, claims approved this month, and active benefits.
| Field | What it does |
|---|---|
| Name & description | What employees see. Use the description to explain what it covers and how to claim. |
| Category | Travel, Meals, Phone & internet, Health & wellbeing, Equipment, Training & learning, Work perk, Financial or Other. |
| Currency | The currency the limits are set in. It defaults to your company currency and is locked once the benefit has claims. |
| Max per claim / Monthly limit / Yearly limit | Optional, per employee. Leave blank for no limit. Per-claim can't be more than monthly, and monthly can't be more than yearly. |
| Receipt required | When on, a claim can't be sent without at least one photo or PDF. |
| Who can claim | All employees (narrowed by employment type — Full Time, Part Time, Contract; people without a type count as Full Time) or Selected people. |
Each benefit card shows its limits (for example “£50.00 per claim · £100.00 a month”) and who can claim it, with Edit, Archive and Delete buttons. Archived benefits move to the Archived list and can be restored. Deleting a benefit stops new claims but keeps every existing claim.
My benefits (employees)
The Benefits you can claim section lists every active benefit you are eligible for, with how much you have left.
Below it, My claims lists everything you have sent, with tabs for All, Submitted, Approved, Paid, Rejected and Withdrawn. Each row shows the expense date, pay month, amount, status and a short payroll note such as “On the October 2026 timesheet.” Rejected claims show the reason. Click a claim to see its full details and receipts.
Making a claim
Click Claim on a benefit card, or + New claim at the top of the page.
| Field | Notes |
|---|---|
| Benefit | Shows the limits and what you have left this month and this year. |
| Amount | Always in your pay currency — the same currency as your timesheet. |
| Date of expense | Defaults to today. It can't be in the future. |
| Pay month | The month this claim belongs to — it defaults to the month of the expense. It can be any month from the expense month up to the current month. |
| Details | What it was for (optional, up to 2,000 characters). |
| Receipts | Photo or PDF (JPEG, PNG, HEIC or PDF), up to 5 files, 10 MB each. Required if the benefit says so. |
A claim is refused if it goes over a limit — the message tells you how much is left for that month or year. Claims that are submitted, approved or paid all count towards your limits. You also can't send the same amount for the same benefit on the same date twice.
Changed your mind? While a claim is still Submitted you can Withdraw it. Claims can't be edited after sending — withdraw it and send a new one instead.
Reviewing claims (admins)
The Claims view has tabs for Pending, Approved, Rejected, Paid and Withdrawn, and filters for employee, benefit and pay month. The summary line totals each currency separately.
| Employee | Benefit | Expense date | Pay month | Amount | Receipts | |
|---|---|---|---|---|---|---|
| Amelia Hart | Phone allowance | 02 Oct 2026 | Oct 2026 | £45.00 | 1 | ApproveReject |
| Rahul Mehta | Travel | 29 Sep 2026 | Sep 2026 | ₹3,200.00 | 2 | ApproveReject |
- Approve checks the limits again. The confirmation tells you which timesheet the claim will be paid on.
- Reject asks for a reason, which the employee sees and receives by email.
- You can still reject an approved claim until it has been added to a timesheet. After that, reject the timesheet first.
- Your own claims show “Another admin needs to review this” — nobody can approve or reject their own claim.
- Click an employee's name to open the claim with its receipts. Receipt links are temporary, so open them from the page rather than sharing them.
Payment with timesheets
Benefits are paid through the monthly timesheet, so there is no separate expenses run.
- When an employee submits their timesheet for a month, every approved claim with that pay month (or an earlier one) that isn't on a timesheet yet is attached to it and added to its total.
- If a claim is approved while the employee's timesheet for that month is waiting for approval, it is added to that timesheet straight away. Otherwise it waits for the next one.
- The timesheet's pay breakdown lists each claim — “Benefit · Phone allowance” with its date and amount — next to base pay and overtime.
- When the timesheet is marked paid, its claims become Paid.
- If the timesheet is rejected, its claims are released and go onto the employee's next submission.
A timesheet only includes claims in its own currency. Claims are made in the employee's pay currency, so if their pay currency changes later, older claims in the previous currency can't be added — the claim's payroll note explains this.
Claim statuses
| Status | Meaning |
|---|---|
| Submitted | Waiting for an admin. Admins see these on the Pending tab. You can still withdraw it. |
| Approved | Accepted and waiting to be paid with a timesheet. |
| Paid | Paid with the timesheet. |
| Rejected | Not accepted. The reason is shown on the claim and sent by email. |
| Withdrawn | Cancelled by the employee before review. It doesn't count towards limits. |
Emails go to admins when a claim is sent, and to the employee when it is approved or rejected.
Good to know
Allowances paid with payroll, not spreadsheets
Set limits once, let employees claim with receipts, and approved claims land on the right timesheet automatically.