Submit an expense on the greytHR Mobile app

Updated in December - 2025 | Subscribe to watch greytHR how-to video

As an employee, when you spend money for any work-related reason, like travel, supplies, or client meetings, you can raise an expense request to get that amount reimbursed. These expenses aren’t added to your salary. Instead, your organization pays them separately, through cash, cheque, or a bank transfer, depending on the company's policies.

greytHR makes it easy and convenient for you to raise requests for work-related expenses and track the process directly from the greytHR Mobile App. 

Create an expense request

To create an expense request, log in to your greytHR Mobile application, tap on the Explore option, and select Expense. 

• On the Expenses screen, tap on the Add Expenses option to upload the relevant bills.

• You can upload the bills either by clicking on Take a Photo, Choose from File Manager, or Proceed without bill options.

  • If you want to apply for an expense request without the bill, select Proceed without bill, add details, and click Proceed.

Note: Once you take a picture of any bill, the OCR feature in the greytHR mobile app, automatically scans the image, detects the details, and fills in the required information in the claim form for you. You can then review and make any changes before submitting. This feature is enabled based on the admin configuration. 

• After uploading, tap the Proceed button. The form appears. 

• Under the Bill Details section, select the Expense Type and choose the required information as per the selected expense type. 

• Click Proceed, and under Add Bill To section,  you can click the New Request option to add it as a new expense request or map it with the existing drafts.

  • If you add the bill to an existing expense request, click on the required request, and the Summary page will appear, where you can view all the expense requests that you have added under each expense category. 

  • If you add it as a new request, a new Summary page will appear with all the details. 

  • On the Summary page, you can add more attachments for different expense categories by tapping on the + Add button.

  • If you want to delete an expense, select the required checkbox against the expense and swipe right.

• Tap on Submit to create the request.

Note: 

• While adding the attachment, you need to upload the relevant information. After uploading them, if you wish to save the expense request-related information and submit it later, tap on the Save to Drafts button. 

• You can view the attachments saved in drafts under the Drafts tab. You can also delete it as per your requirements. If you wish to submit an expense request, just click on the relevant attachment and on the apply form, fill in all the required details. 

• Under the Pending tab, you can view all the requests that are pending for review. You can withdraw any request, too. 

• Under the History tab, you can view all the requests that have been approved or rejected.

Frequently Asked Questions

What is an expense request?

An expense request is a request you make to your organization to be reimbursed for money you've spent for work-related reasons, such as travel, supplies, or client meetings. These reimbursements are typically paid separately from your salary, often via cash, cheque, or bank transfer, depending on your company's policies.

Why should I use the greytHR Mobile App for expense?

The greytHR Mobile App provides a convenient and easy way to raise requests for your work-related expenses and track the reimbursement process directly from your mobile device in just a few clicks.

What is OCR in the greytHR Mobile App?

OCR stands for Optical Character Recognition. It’s a feature in the greytHR mobile app that reads text from images.

When you snap a picture of a bill for your claim, OCR:

• Scans the image

• Detects key details like amount, date, vendor, etc.

• Auto-fills the claim form with that information

You just need to review the filled form, make any edits if needed, and submit.

How can I create an expense request on the greytHR Mobile app? 

To create an expense request, log in to your greytHR Mobile application, tap on the Explore option, and select Expense. 

• On the Expenses screen, tap on the Add Expenses option to upload the relevant bills.

• You can upload the bills either by clicking on Take a Photo, Choose from File Manager, or Proceed without bill options.

  • If you want to apply for an expense request without the bill, select Proceed without bill, add details, and click Proceed.

Note: Once you take a picture of any bill, the OCR feature in the greytHR mobile app, automatically scans the image, detects the details, and fills in the required information in the claim form for you. You can then review and make any changes before submitting.

• After uploading, tap the Proceed button. The form appears. 

• Under the Bill Details section, select the Expense Type and choose the required information as per the selected expense type. 

• Click Proceed, and under Add Bill To section,  you can click the New Request option to add it as a new expense request or map it with the existing drafts.

  • If you add the bill to an existing expense request, click on the required request, and the Summary page will appear, where you can view all the expense requests that you have added under each expense category. 

  • If you add it as a new request, a new Summary page will appear with all the details. 

  • On the Summary page, you can add more attachments for different expense categories by tapping on the + Add button.

  • If you want to delete an expense, select the required checkbox against the expense and swipe right.

• Tap on Submit to create the request.

How do I upload bills or receipts for my expenses?

On the Expense screen, tap on the Upload Bills option. You can either take a photo of your bill using your camera or choose an existing file from your File Manager.

Can I add multiple attachments to a single expense request? 

Yes, after uploading an initial attachment, you can tap on + Add More on the application form to add additional attachments. 

You can also add more attachments for any expense category on the Summary page by tapping the + Add button.

What details do I need to provide for each bill? 

Under the Bill Details section, you'll need to select the Expense Type, and then update the Bill Number, Bill Date, and Bill Amount. You can also add any relevant notes if needed.

Can I delete an attachment I've uploaded?

Yes, on the application form, you can delete an uploaded attachment by tapping on the Delete icon.

What happens after I fill in the bill details and click "Proceed"?

After clicking Proceed, the Summary page will open. Here, you can view all the expense requests you've added under each expense category.

How do I submit my expense request?

Once you've reviewed your requests on the Summary page, tap on Submit to create the request.

Can I save an expense request and submit it later?

Yes, after uploading your attachments, if you wish to save the expense request-related information and submit it at a later time, tap on the Save to Drafts button.

Where can I find my saved expense drafts?

You can view the attachments saved in Drafts under the Drafts tab on the Expense screen. From there, you can also delete or preview them as needed.

How can I track the status of my submitted expense requests?

You can view all expense requests that are pending for review under the Pending tab. Under the History tab, you can view all expense requests that have either been approved or rejected.

Can I withdraw an expense request after submitting it?

Yes, you can withdraw any pending expense request from the Pending tab.

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