For cases where expenses need to be disbursed in advance, such as events or business trips, you can pay the amount first and settle based on actual usage.
Enter the purpose and estimated amount in a workflow document and submit a pre-approval request. After approval, disburse the funds.
After the event, submit receipts for incurred expenses and settle with the actual amounts.
Even without writing a separate settlement document, the pre-approval request remains for the finance team to quickly understand the context.
Process everything from advance payment to settlement in one seamless flow without unnecessary repetitive work.
TIP
To efficiently manage whether expenses have been disbursed, try changing the approver's approval label to something like [Payment Completed]. This way, both the requester and approvers can check the expense disbursement status of the document without separate communication and manage approval documents more efficiently. Go to Custom Approval Label Guide
Enter the estimated travel expenses and schedule in the business trip workflow document to create a pre-approval request.
After approval, the person in charge can disburse the funds.
After the trip, once corporate card usage or tax invoice issuance is complete, enter the usage details in the receipt and attach the pre-approval document created via workflow as a reference document for submission.
The finance team can quickly understand the context based on the pre-approval document and approve the settlement.
