The Expenses module lets each person log their expenses with a receipt, send them for approval, and know exactly how much they're owed. Available on the Sytex web and mobile apps (approval and account administration happen on the web).
What is the Expenses module?
Expenses centralizes your company's expense reporting: travel allowances, fuel, lodging, meals, supplies, and any expense a person fronts or the company pays on their behalf.
The full cycle is:
A person builds an expense report and adds its items , each with a receipt.
They send it for approval .
Their approver reviews it item by item and approves or rejects it.
Administration sees each account balance and records payments, advances, and refunds until it's settled.
You access it from Finance · Expenses.
Basic concepts
Expense account : a person's "running account," with an assigned currency. A person can have more than one (for example, one in local currency and one in dollars, or one per work area ).
Expense report : the container that gets sent for approval. It has its own code (ER-26-00001), a name, date, account, approver, and optionally a project.
Expense item : each individual expense within the report, with its amount, category, and receipt.
Categories : set up per organization, with an icon and color (Fuel, Toll, Meal, Lodging, etc.).
Movements : payments, advances, and refunds that move the account balance.
Balance : how much the person and the company owe each other.
The three tabs
Which tabs you see depends on your permissions.
My expenses : your reports and the movements on your accounts. Anyone who can log expenses sees it.
To approve : the approval inbox, with the reports waiting on your decision. Approvers see it.
Accounts to settle : the administration panel, with the balance of every account. Expense administrators see it.
Create an expense report
1. Create the report
In My expenses, click New report. Give it a clear name (for example, "Trip to Córdoba - March") and choose:
The report date .
The account it's reported against (if you only have one, it's already selected).
The project (required in organizations that enforce it; marked with an asterisk).
The report starts as a Draft: you can edit it and add items as many times as you want.
2. Add the expenses
Click Add expense. On each item you enter:
Description and amount .
Expense date .
Category .
Currency — if it differs from the account's, Sytex pulls the exchange rate and shows the converted amount.
Payment method : Cash (the default), Credit card, Debit card, Transfer, or Digital wallet.
Who paid for this expense? : Person or Company .
Project and task the expense is charged to.
Comment .
Receipts : JPG, PNG, or PDF.
The choice between "Person" and "Company" is what defines whether the expense is reimbursable. If the person paid, it counts toward the balance and the company owes it back. If the company paid (for example, with the corporate card), it's recorded on the report but creates no debt.
To upload the receipt, drag it into the box, pick it from your drive, or paste it with Ctrl + V if you have it copied (for example, a screenshot).
3. Automatic receipt recognition
When you upload a photo of a ticket, Sytex reads it and fills in only what it can: description, amount, currency, date, category, and payment method. While it works, you'll see the message "Recognizing expense data…".
Two important things:
It never overwrites what you already entered : it only fills empty fields or ones you haven't touched yet.
Always review the result before saving. The scan is a helper, not a replacement for your check.
This feature is enabled per organization. If you don't see it, reach out to us.
4. Send for approval
Once the report is complete, click Submit report. It moves to Submitted and waits on the approver's decision. While it's in that status, it can't be edited.
Approve reports
Who approves
Each person has an expense approver set on their profile. That's who receives their reports in the inbox.
There are three permission levels:
Create expense reports : log, edit, and submit your own.
Approve expense reports : approve the reports of the people who have you set as their approver.
Approve all expense reports : approve any report in the organization.
How reviewing works
The To approve tab holds the pending reports, each with its person, project, total, and reimbursable amount. You can filter, search, and export them to Excel.
When you open a report, you can:
Review each item with its receipt.
Leave a review comment on the items that need fixing.
Approve report or Reject report .
A rejected report goes back to the person, who sees the comments item by item, fixes them, and submits it again.
Only once a report is Approved do its reimbursable expenses hit the account balance.
Accounts to settle (administration)
The Accounts to settle tab is the panel for whoever manages the cash or cash flow. It shows every account in the organization with its balance and latest activity, grouped into four views:
To pay : the company owes money to that person.
To collect : the person owes money to the company (for example, an advance they didn't fully spend).
Settled : accounts at zero.
All .
It also shows the total of reports pending approval, always on reimbursable amounts, so you know how much is about to land.
Record a movement
When you open an account, you see its current balance and all its movements. From there you can record:
Issue payment : pay the person back what they fronted.
Give advance : hand over money before they spend it.
Record refund : the person returns money you had advanced them.
Each movement carries an amount, date, payment method (Cash, Transfer, or Digital wallet), and a comment. The amount is suggested by the balance, so settling an account is one click.
Each movement type has its own code: payments EP-, advances EA-, refunds ED-.
After each movement, Sytex recalculates the balance and automatically marks which reports are now reimbursed, starting with the most recent. On the report you'll see the status Pending reimbursement, Partially reimbursed, or Reimbursed.
Manage accounts
From Manage accounts you create each person's accounts: you pick the person, the account name, and the currency. Accounts that already have movements can't be deleted.
On the mobile app
The mobile app is built for the person submitting expenses. You access it from My movements in the main navigation (if you have permission to log expenses).
From your phone you can:
Pick an account and see its balance, movements, reports, and payments (even offline, once they've synced).
Filter movements by expenses, advances, payments, and refunds.
Create, edit, and delete Draft reports, with a name, date, account, project, and description.
Add, edit, and delete expenses with amount, category, description, date, currency, exchange rate, payment method, who paid, project, task, and comment.
Photograph one or several receipts, replace or delete them, and keep them even with no signal yet.
Create a report straight from a receipt photo.
Use AI recognition to fill in the expense from the image (it never overwrites what you already entered).
Submit the report for approval and follow its status, approver, review comments, and flagged items.
Fix and resubmit rejected reports.
Work offline. Your reports, items, deletions, and photos are saved on the phone and sync on their own once the signal is back. You clearly see pending changes, sync errors, and rejected files, with the option to retry or discard.
Submitting a report requires a connection: before sending it, the app waits for all changes and receipts to reach the server. Also, the app does not include the approval inbox, approving or rejecting reports, managing accounts, or recording payments, advances, or refunds — those happen on the web. AI recognition also needs a connection and available AI credits.
Frequently asked questions
Can I log expenses in another currency? Yes. Each item has its own currency and Sytex converts it with the exchange rate, which is saved on the report. If the account's currency differs from the organization's, the report also saves its rate, so you can combine reports in a single project cost report.
Why isn't my report changing the balance? Only approved reports move the balance, and only by their reimbursable amounts (the ones the person paid).
Can I edit a submitted report? No. If you need to change it, ask the approver to reject it: it returns to Draft with the comments, and you can fix it.
Can I export the data to Excel? Yes. The movements, the approval inbox, and each account's detail all have an Export button.
Is it available on the mobile app? Yes, for submitting expenses: from the app you can log your reports and expenses (even offline) and send them for approval. Approval, account administration, and recording payments, advances, and refunds happen on the web.