Expense settlement (receipt submission and approval)

Two separate menus

Expenses are split into the screen for the person who paid and the screen for the person who receives the claim.

Menu	Who uses it	Tab	What it does
Receipt submission	Whoever paid	Expense claims	Your own submissions: submit, resubmit, withdraw
Receipt submission	Whoever paid	Guide	In-app explanation; can be hidden from tab settings
Expense settlement	Accounting	Awaiting review	Accept into a journal entry, or return
Expense settlement	Accounting	Guide	Same as above

How the two roles divide the work is the point of this design.

• The person submitting provides only the receipt and a description. There are no fields for the amount, account, or date
• The transaction date, account, amount, and counterparty are entered and confirmed by the person accepting it

The submission screen is used by people who are not expected to know accounting, so every accounting decision sits on the receiving side. If both sides could enter the same values, it would be unclear which one is authoritative.

Submitting a receipt

1. Press "Submit an expense" on the Expense claims tab
2. Choose the receipt file (JPEG, PNG, WebP, and PDF are supported; it is required for a new submission)
3. Enter a description (for example, "Transportation (Shinjuku → Shibuya)")
4. Press "Submit"

The list shows the submission date, description, status, category, amount, and receipt.

• The category and amount stay empty until the claim is accepted. While it waits, they read "Awaiting review" and "—"
• The receipt column shows a thumbnail (a file icon for PDFs). Clicking it opens the original in a new tab
• Clicking the description opens the details. Once accepted, the transaction date, category, and amount appear there too
• The search box matches the description and the category, and the filter narrows by status (Submitted / Accepted / Returned)

When a claim is returned

A returned claim shows the status "Returned" and the reason for it.

1. Choose "Resubmit" from the row's action menu
2. Check the reason and correct the description
3. Replace the receipt if you retook it (leave it empty to resubmit with the original receipt)

Withdrawing a claim

Choose "Withdraw" from the row's action menu, or select several rows and use the bulk actions menu.

Accepted claims cannot be withdrawn. A journal entry already exists at that point, so a correction is made by voiding that entry in the Accounting menu and posting a correct one (Accounting (Journal & Ledger) Guide).

Accepting a claim (accounting)

The Awaiting review tab lists only submitted claims by default. Widen the filter when you want to see past ones. The header shows how many are waiting.

Each waiting row carries "Accept" and "Return" buttons directly.

"Accept" opens the entry dialog.

Field	Notes
View evidence	Opens the original receipt in a new tab
Transaction date	Required — the date on the receipt
Category	Required — chosen from your expense accounts
Amount	Required
Counterparty	Optional
Description	Prefilled with the submitted description; editable

Pressing "Accept and create entry" creates one journal entry and carries the receipt over to it.

If the receipt is unreadable or mixes in personal spending, choose "Return" instead. A reason is required — write it so the submitter knows exactly what to fix.

Reading a receipt with AI

The accept dialog has a "Read receipt with AI" button. It reads the transaction date, amount, and counterparty from the receipt into the fields, and suggests accounts.

• It is an optional aid. You can type everything yourself and still accept the claim
• Always check what was read. You are the one confirming it
• Using it requires consent to "AI document reading" on the AI tab of the space settings. The original receipt is sent to an external AI provider, so consent is given per space by someone with the settings permission
• The button stays pressable even without consent — pressing it shows the reason on the spot

Storing the evidence itself is a separate menu

Expense settlement goes as far as turning a reimbursement into a journal entry. Storing a paper receipt in the way Japan's Electronic Books Preservation Act requires is handled by the Evidence menu. Capture specifications, the check on intake, searching, and exporting are covered in Scanner storage (digitising paper documents).

Approval workflows — manager approval, multi-step approval, routing by amount threshold — are added by the expense plugin.