Introducing Expense 2.0: Unified and Smarter Employee Expense Management

Simplify expense reporting for faster, easier reimbursements with TrackoField’s Expense 2.0 module.

We are excited to introduce Expense 2.0, a unified system to manage all employee expenses, including travel, mileage, accommodation, conveyance, and more.

This new module replaces the old TrackoField framework where expenses and conveyance were separate. The old expense module is still available but only for managers to view and approve existing expense requests. Employees cannot raise new claims there.

Expense 2.0 follows a single, policy-driven, rule-based framework, making expense management simpler, faster, and more transparent.

Dive in to take a closer look at TrackoField’s Expense 2.0 Module.

Why you need Simplified Employee Expense Management?

Field agents incur a variety of expenses daily, ranging from fuel and food to accommodation. These have to be reimbursed by the company. However, every expense has to be logged by field executives and then verified by their reporting managers before being reimbursed.

Why verified? Well, that’s because many field agents:

• Share rides with colleagues and claim separate conveyance.
• Some carry out personal tasks while on company time.
• Attach fake receipts and bills to claim undue reimbursement.

These types of fraudulent activities are common in companies with a field workforce. They drain your budget, lower employee productivity and even affect customer service.

To overcome these challenges, you need an automated expense management system with accurate expense verification and seamless reimbursements. This is where TrackoField’s Expense 2.0 Module shines!

Key Components and Features of TrackoField’s Expense Module

The revamped expense module of TrackoField comes with many new functionalities. Let’s understand what benefits they offer and how to use them.

1. Expense Policies

Managers with the right permissions can create expense policies. These policies define:

• Policy name and description
• Attached expense categories
• Multi-level approval chains with skip day options
• Paid-out person responsible for final disbursement

Policies can be cloned, edited, or marked active/inactive. Employees can be assigned policies individually or via Excel bulk upload.

2. Expense Categories

You can configure expense categories at the company level, such as Travel, Mileage, or Accommodation. Each category includes:

• Unique code, description, icon, and usage type
• Standard and custom fields
• Active/inactive toggle (applies to new claims only)

Each category can be linked to one or more policies.

3. Rule Configurations

Each category under a policy can have specific rules:

• Expense limits (daily, weekly, monthly)
• Instance limits and partial approvals
• Mandatory receipts or comments for high-value claims
• Past or future date restrictions
• Mileage rules including auto-calculation, flat/slab rates, or vehicle-based rates

4. Claim Lifecycle

Employees can now:

• Save expense requests as drafts
• Club multiple expense requests into a single claim
• Raise claims directly

Managers can approve or reject single requests or entire claims. Final payout is handled by the designated person.

5. Approval Module

Expense 2.0 supports multi-level hierarchical approvals. It maintains logs of all actions including remarks, reimbursed amounts, and timestamps, and allows partial approvals if enabled by policy.

6. Reports and Dashboard

The updated dashboard includes:

Overview Dashboard

• Key KPIs like approved count, total approved amount, paid amount, pending approvals
• Donut charts showing expense by type (Travel, Mileage, Accommodation, etc.) and status (Pending, Approved, Rejected, Paid Out)
• Trends showing daily or monthly expense against employee count and category-wise spend

Expense Approvals Tab

• Managers can filter pending expenses by employee, team, or date and approve or pay out

Expense Reports

These can be accessed from the Reports module in the TrackoField web version. Managers can:

• View the full audit trail of expense claims
• Filter reports by employee, team, status, and date range

7. Roles and Permissions

Expense 2.0 is unified, including conveyance. Permissions are configurable for actions such as view, create, edit, full access, and separate report access.

How to Claim Expenses in TrackoField Mobile App – Step-by-Step Flow

• Go to the Expense module
• Tap the + icon at the bottom
• Click “Add Expense” and enter details, linking a task if needed
• Choose “Save Expense” to club multiple expenses or “Claim Expense” to submit immediately
• Add a title and description for the claim

Employees can view expense status, including pending approvals and past claims on their mobile app. Claims can be edited until approved a manager.

Benefits of Expense 2.0 Module

• Centralized governance, reduced misuse, and compliance with policy limits.
• Simplified approvals, better visibility, and flexible rule-setting.
• Easier submissions, faster approvals, and transparency for field agents.
• Accurate reporting, audit trails, and payout tracking.

Conclusion

TrackoField’s expense 2.0 module makes employee expense management faster, smarter, and more transparent, benefiting everyone from field staff to the finance department.

You can eliminate manual bottlenecks, prevent fraudulent reimbursements, and keep track of every rupee spent from your operational budget. The module gives both managers and employees a smooth and easy-to-use expense workflow.

From automated policy enforcement to real-time dashboards, every feature is designed to improve accuracy, accountability, and efficiency across your field operations.

If you wish to learn more about TrackoField’s revamped expense module, book a free demo with us now.

FAQs

• Can employees still use the old expense module in TrackoField to raise claims?

  No. The old expense module can only be used to by managers to view or approve existing expense requests. Employees can raise new claims in the Expense 2.0 module only.

• What benefits do managers and employees get from this upgrade?

  Managers gain centralised visibility, real-time analytics, and faster approvals, while employees enjoy simpler submissions, transparent status tracking, and quicker reimbursements from TrackoField’s Expense 2.0 module.

• Can companies customise policies and approval chains?

  Yes. Admins can create multiple policies, define approval hierarchies, set expense limits, and even configure skip-level approvals to ensure flexibility for different teams and departments.