Claims arrive from WhatsApp or the web with the receipt attached. Approve or reject with a reason, reimburse from the right account, and only approved claims reach the books.
CLAIMS, END TO END
A claim keeps its receipt, its decision and its payback together, so the expense report at the end of the month is a list of things that already happened - not a reconstruction.
Tap Add expense, fill a short form and add a receipt if you have one. Nothing is saved until you confirm.
Title, amount, date, category and a note for the approver, with the receipt alongside.
Pending claims in one list, searchable by expense or person, with any receipt to preview or download.
Say what's missing, like a receipt. The submitter can resubmit and it returns to the queue.
Approved, unpaid claims grouped by person, with the total owed to each.
Four reports: claims, by person, by category and reimbursements. Download any as CSV or PDF.
SEE IT IN ACTION
HOW IT WORKS
From WhatsApp in a sentence, or from the web with Add expense. Both land in the Approvals queue with who raised them.
Both land in the same Approvals queue.
The bill is attached to the claim and its figures read, so the amount, tax and category can be checked against it.
The bill's own figures, read and checked against the claim.
Approve and it moves to Needs to pay. Reject with a reason and the member sees why; it never reaches the books.
One tap each; a rejection carries its reason back to the member.
Pay the person, then mark the claim reimbursed from the account you used. It is filed to Cashflow with its receipt.
Pay the person; record which account it came from.
The overview shows spend by category and by member for the month; the expense report is one download.
Where it went, and who spent it.
TWO WAYS IN
On the road, a member types what they spent into WhatsApp and confirms. At a desk, Add expense takes the details and the bill. Either way the claim lands in Approvals with its receipt, category and who raised it.
APPROVE OR REJECT
The queue shows each claim with its receipt in view. Approve, and it moves to Needs to pay. Reject, and the member gets your reason - the claim never touches the books. Only owners and admins can decide.
NEEDS TO PAY, OVERVIEW, REPORTS
Approved claims group by person under Needs to pay. Mark one reimbursed, pick the account the money came from, and the claim is filed to Cashflow. The overview shows where the money went and who spent it; the report is one download.
FROM CLAIM TO CASHFLOW
A claim waits in Approvals until an owner or admin approves it. Mark it reimbursed and KhataPilot records a paid entry in Cashflow, then looks for a matching line on your imported bank statements.
GOOD QUESTIONS. CLEAR ANSWERS.
A few things to know before you start.
See all featuresAnyone on your team, on the web or from WhatsApp once their number is connected. On the web you can also file a claim for the teammate who spent it. Accountants have read-only access, so they can't submit claims.
No, KhataPilot doesn't move money. Pay the person the way you usually do - UPI, bank transfer or cash - then tap Mark reimbursed and pick the account it left from. That records the payment in Cashflow.
It's marked rejected with your reason, if you add one, so the submitter knows what to fix. They can resubmit it and it goes back to the approvals queue as pending.
No, it's optional. Attach an image or PDF when submitting, or add it to a pending claim later. When there is one, approvers can preview or download it right next to the claim.
Owners and admins. Staff submit claims and see their status; only an owner or admin can approve, reject or mark a claim reimbursed.
It goes back to the member with the reason you gave - 'no receipt', for example - so they can fix it and submit again. Nothing from a rejected claim reaches the books.
LESS PAPERWORK. MORE POSSIBILITY.
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