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Using Wafeq

  • Getting started with Wafeq
    • Getting started with Wafeq
    • Setting up opening balances for your accounts
    • Setting up customers and vendors opening balances
    • Moving from Xero to Wafeq
    • Moving from QuickBooks to Wafeq
  • Importing your data
    • Importing your data 1/4: Contacts
    • Importing your data 2/4: Invoices and Bills
    • Importing your data 3/4: Expenses
    • Importing your data 4/4: Inventory
    • Setting up customers and vendors opening balances
    • Setting up opening balances for your accounts
    • Moving from Xero to Wafeq
    • Moving from QuickBooks to Wafeq
  • Account settings and user permissions
    • Inviting users and managing users permissions
    • How can I share feature requests?
  • Contacts
    • Importing your data 1/4: Contacts
  • Invoicing and receipts
    • Creating and sending an invoice
    • Creating a recurring or scheduled invoice
    • Recording sales from a Point of Sale with Simplified Invoices
    • Recording a customer invoice payment
    • Recording bank fees and invoice payments
    • Recording a customer advance or downpayment
    • Sending a payment receipt to your customer
    • Writing off an invoice
    • Choosing an account for an invoice or bill line item
    • Offering discounts in fixed amounts
    • Adding a Stamp or Signature
    • Why can't I see all my accounts in the Paid through drop-downs?
    • Hide or rename line item columns
    • Importing your data 2/4: Invoices and Bills
  • Quotes
    • Creating a quote for your customers
    • Converting a quote to an invoice
    • Offering discounts in fixed amounts
    • Adding a Stamp or Signature
    • Why can't I see all my accounts in the Paid through drop-downs?
  • Credit notes
    • What are credit notes for?
    • Credit notes: issue, apply to invoice or refund
  • Bills
    • Importing your data 2/4: Invoices and Bills
    • Creating a bill
    • Recording a bill payment
    • Recording a supplier advance or downpayment
    • Choosing an account for an invoice or bill line item
    • Why can't I see all my accounts in the Paid through drop-downs?
  • Chart of accounts
    • Setting up your chart of accounts
    • Organizing your Chart of Accounts with sub-accounts
    • What are Accounts Receivable?
    • Why can't I delete an account?
    • Why can't I see all my accounts in the Paid through drop-downs?
  • Banking and reconciliation
    • Importing your bank account and reconciling transactions
    • Setting up an opening balance for your bank account
    • Entering initial capital contributions
    • Entering transactions in a bank or petty cash account
    • Recording bank fees and invoice payments
    • Recording bank or petty cash transactions
    • Exchange gain or loss for invoices in foreign currencies
  • Manual journals
    • Manually recording transactions
    • Setting up opening balances for your accounts
  • Exchange rates
    • Exchange gain or loss for invoices in foreign currencies
  • Items and inventory
    • Importing your data 4/4: Inventory
    • Setting up an initial quantity on hand for an inventory item
    • Tracking inventory
    • Adjusting your inventory
    • Invoicing for inventory items
    • Billing for inventory items
  • Expenses
    • Importing your data 3/4: Expenses
    • Using the Expenses sheet to enter expenses
    • Handling expenses paid by the owner
    • Submitting expense claims as an employee
    • Managing expense claims
    • Exchange gain or loss for invoices in foreign currencies
    • Why can't I see all my accounts in the Paid through drop-downs?
  • Fixed Assets
    • Record and depreciate fixed assets
  • Payroll
    • Running Payroll
    • Submitting expense claims as an employee
    • Managing expense claims
    • How do I email payslips PDFs to my employees?
    • Why can't I see all my accounts in the Paid through drop-downs?
  • Projects
    • Tracking project profitability
  • Reports
    • Viewing customers' statement of account
    • Creating a bill
  • Integrations
    • Connecting your Stripe account to Wafeq
    • Configuring Foodics integration with Wafeq
  • Using sheets view
    • Using Wafeq Sheets
    • Managing expense claims
    • Using the Expenses sheet to enter expenses

Managing expense claims

Managing expense claims as an employer

Watch this video on how to manage your employees’ expense claims or read on below:

To reimburse an employee, go to your Expense Claims on your left side menu and then on the For Approval tab.

You will be able to see the details of the submitted expense claims and either approve or reject them.

If you choose to approve an expense claim:

  • The amount reimbursed will be included in the employee’s next payslip. This reimbursement will appear as an additional line item in Pay runs and its status will be changed to PROCESSING and your employee will no longer be able to modify it.
  • Once the associated payslip is paid, this expense will then appear as PROCESSED.
  • If you wish to reimburse this amount outside of a payroll cycle, in Pay runs you can delete all line items except the expenses reimbursements line items.

If you choose to reject an expense claim, you can include a comment section explaining the reasons behind this rejection. Your employee will then be able to revisit this expense claim and resubmit it if they wish to.

  • Importing your data 3/4: Expenses
  • Using the Expenses sheet to enter expenses
  • Handling expenses paid by the owner
  • Submitting expense claims as an employee
  • Exchange gain or loss for invoices in foreign currencies
  • Why can't I see all my accounts in the Paid through drop-downs?
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