Expense Management Software Kenya

TSRs, KAMs, and van sales staff capture the claim on the app. Pick date, choose head (fuel, matatu, boda boda, lodging), enter KES amount, attach a GPS-tagged receipt. The claim routes to the reporting head.

Admins configure heads under Settings, Expense Management, Expense Head. Common KE heads include fuel slips, matatu fare, boda boda fare, parking tickets, upcountry lodging, meals, and airtime. Each head carries its own limit and policy.

Yes. Manage Claim Policies gates per-head, per-day, and per-month KES limits. Out-of-policy claims are flagged, route to a higher reporting head, and block submission when caps are breached.

Approved claims export to your payroll or finance system for M-Pesa or PesaLink payout. The portal stores the claim ID, approver, amount, and approval timestamp for the audit trail.

Under People Management, Approve Claims, the queue lists Request Code, Request Month, Date, Requestor, Role, Requested Amount, and Action. Filters by city (Nairobi, Mombasa, Kisumu, Nakuru, Eldoret) and role keep large queues manageable.

Yes. Reps can upload eTIMS-compliant invoices and standard fuel or parking slips. The image, GPS tag, and timestamp are stored against the claim ID so finance has a clean audit trail for KRA scrutiny.

Yes. The organisation tree in User Management drives routing. A KAM claim above policy can move from area manager to regional head to finance, giving you multi-level approvals for high-value upcountry travel.

Yes. FSTs, MRs, and agronomists capture the claim, GPS tag, and receipt offline. The data queues locally and syncs once 3G or 4G returns. Android and iOS supported with cloud backup.