Submit and manage expense requests in greytHR

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

The redesigned Expense Management System in greytHR brings a more intuitive and unified experience to the ESS portal. This enhancement enables employees and reviewers to efficiently submit, review, and track expenses through a seamless, role-based workflow with improved visibility, automation, and configurability.

To view the Expenses page, log in to your greytHR ESS portal and click Expenses. The Expenses page opens in a new tab. 

On the Expenses page, you can:

1. Create a new expense request by:

   • Adding new bills (expense types)

   • Adding the bills under Draft to an existing expense request. 

2. Create a new expense request using bills only from Drafts. 

3. Track the submitted expense request status.

4. Withdraw an expense request.

Create a new expense request by adding new bills

Raising a single expense request allows you to create requests for multiple expenses of various expense categories under one request. 

1. From the greytHR ESS portal, click Expenses. 

2. On the Expenses page, click Add Expenses. The apply form opens. 

3. On the apply form, you can upload or drag and drop the required attachment. 

4. Select the Expense Type. Once selected, the entitlement details as per the policy would appear.

5. Enter the Bill Number, Bill Date, and Bill Amount. Add a note if needed. 

6. Click Submit > Confirm. Once done, the expense request would appear under the Pending tab.

Add draft bills to an existing expense request

You can attach bills or receipts to an existing expense request whenever needed.

1. From the greytHR ESS portal, click Expenses. 

2. On the Expenses page, in the Drafts tab, drag and drop single/multiple bills from the Bills section to the required existing expense request under the Request section. 

Alternatively, you can click on the → option to view the existing expense request. Once the apply form opens, click + Add > Choose from Drafts on the left panel. 

1. Choose the bill/attachment that you want to add to the existing expense request. 

2. Select the Expense Type. Once selected, the entitlement details as per the policy would appear.

3. Enter the Bill Number, Bill Date, and Bill Amount. Add a note if needed. 

4. Click Submit > Confirm. Once done, the expense request would appear under the Pending tab.

Info:

• Any updates/changes made in the expense request are automatically saved. 

• You can also delete any expense request/item by clicking on the Delete icon. 

• You can also use the search and filter option to find any required Expense Type.

Create a new expense request using bills only from Drafts 

Under the Drafts tab, you can view all the bills and attachments that you have uploaded from your greytHR mobile app. You can easily submit an expense request later using the bills from the Drafts tab whenever needed. 

To create a new expense request using the bills from the Drafts tab:

1. From the greytHR ESS portal, click Expenses. 

2. On the Expenses page, under the Drafts tab, click Add Expenses. The apply form opens.

3. To upload the bills/attachments from Drafts, click + Add and select Choose from Drafts from the left panel. 

4. Choose the required bills/attachments and click Confirm. 

5. Select the Expense Type. Once selected, the entitlement details as per the policy would appear.

6. Enter the Bill Number, Bill Date, and Bill Amount. Add a note if needed. 

7. Click Submit > Confirm.

Alternatively, from the Expenses page, you can create a new expense request:

• Select a single bill/attachement, click on the three dots > Create as New Request. Fill in the details in the same way in the apply form and submit the details. 

• Select multiple bills/attachments and click + Create as New Request. 

Track a submitted expense request status

To track the status of an expense request, from the greytHR ESS portal, click Expenses. 

1. On the Expenses page, select the Pending tab to view the Expense Type, Total Amount, with whom the request is currently with, and the Submitted On date. 

2. To view the details, click on the → button.

3. Under the Request Details tab, you can see the detailed information about the expense request, such as the Expense Category, Bill No., Bill Date, Overridden Amount, if any. The PDF Viewer helps you to zoom in and out of the attachments, preview the attachment without downloading it, and view multiple attachments.

4. Under the Timeline tab, you can view the actions taken and the status with respect to each expense item. 

Note: Once the expense request has been accepted and the amount has been released, under the Payment Details tab, you can view the Payment Method, Payment Date, and Remarks.

Withdraw an expense request

To withdraw an expense request, from the greytHR ESS portal, click Expenses. 

1. On the Expenses page, select the Pending tab. 

2. Click on the three dots on the expense request and select Withdraw and click Confirm. 

   • Alternatively, you can open the expense request by clicking on the → button and then select Withdraw > Confirm. 

Frequently Asked Questions

What is the key change in the Expense Management System? 

The Expense Management System in greytHR has been redesigned to bring a more intuitive and unified experience to the ESS portal. It offers a seamless, role-based workflow for employees and reviewers with improved visibility, automation, and configurability.

Where can employees access the new Expenses page? 

To view the Expenses page, log in to your greytHR ESS portal and click Expenses.

What actions can an employee perform on the Expenses page? 

On the Expenses page, you can:

• Create a new expense request by:

  • Adding the bills (expense types) and filling in the relevant information

  • Adding the bills under Draft to an existing expense request. 

• Create a new expense request using bills from Drafts. 

• Track the submitted expense request status.

• Withdraw an expense request.

How does an employee create a new expense request?

1. From the greytHR ESS portal, click Expenses. 

2. On the Expenses page, click Add Expenses. The apply form opens. 

3. On the apply form, you can upload or drag and drop the required attachment. 

4. Select the Expense Type. Once selected, the entitlement details as per the policy would appear.

5. Enter the Bill Number, Bill Date, and Bill Amount. Add a note if needed. 

6. Click Submit > Confirm. Once done, the expense request would appear under the Pending tab. 

Can employees submit an expense request with draft bills??

Yes, from the Expenses page:

• For a single bill/attachment: Select it using the checkbox, click on the three dots, and select Create as New Request. Fill in the details and submit.

• For multiple bills/attachments: Select them and click + Create as New Request.

How can employees add a bill that is saved as a draft to an existing expense request?

You can attach bills or receipts to an existing expense request whenever they need to be added.

1. From the greytHR ESS portal, click Expenses. 

2. On the Expenses page, in the Drafts tab, drag and drop single/multiple bills from the Bills section to the required existing expense request under the Request section. 

Alternatively, you can click on the → option for the existing expense request, which opens the apply form. In the form, click + Add > Choose from Drafts on the left panel. 

1. Choose the required bills/attachments and click Confirm. 

2. Select the Expense Type. Once selected, the entitlement details as per the policy would appear.

3. Enter the Bill Number, Bill Date, and Bill Amount. Add a note if needed. 

4. Click Submit > Confirm.

Are the updates from the employees saved automatically while creating an expense request? 

Yes, any updates or changes made in the expense request are automatically saved.

How can an employee delete an expense request or an item within a request? 

You can delete any expense request/item by clicking on the Delete icon that will be displayed on hover

How does an employee check the status of my expense request?

1. From the greytHR ESS portal, click Expenses.

2. On the Expenses page, select the Pending tab.

3. You will see the Expense Type, Total Amount, who the request is currently with, and the Submitted On date.

4. To see full details, click on the → button.

What kind of detailed information is available for a request?

Under the Request Details tab, you can view information like Expense Category, Expense ID, Bill No., Bill Date, and Overridden Amount, if any. The built-in PDF Viewer allows you to zoom, preview, view multiple, and download attachments.

Where can employees see the actions taken on my expense request?

Under the Timeline tab, you can view the actions taken and the status with respect to each expense item.

How does an employee withdraw an expense request?

1. From the greytHR ESS portal, click Expenses.

2. On the Expenses page, select the Pending tab.

3. Click on the three dots on the expense request, select Withdraw, and click Confirm.

   • Alternatively, open the expense request by clicking on the (→) button and then select Withdraw > Confirm.

Can employees see the payment details of the request?

Yes, once the expense request has been accepted and the amount has been released, under the Payment Details tab, employees can view the Payment Method, Payment Date and Remarks.

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