https://store-images.s-microsoft.com/image/apps.16027.9e5723f6-365b-45fd-9a1d-cc0d572cd2c0.2f898900-3332-4f62-a87a-bd7a228cd541.9316c21a-511d-467a-b644-8fa408226909

Expense Claim Tracker - Expense Request and Approval App for Microsoft Power Platform

by BINARYROOTS PRIVATE LIMITED

An end-to-end PowerApps solution for submitting, approving, and reporting business expense claims

Offer Description

Expense Claim Tracker is a PowerApps-based expense management application designed to streamline pre- and post-expense approvals within organizations using Microsoft 365. Built on Microsoft Power Platform with SharePoint as the backend and Power Automate for workflows, the app enables employees to submit Advance (pre-expense) and Reimbursement (post-expense) claims with ease, while providing a structured multi-level approval process involving Managers, HR, and Finance teams.
Expense Claim Tracker provides a user-friendly interface for employees to track their expense claims and receive real-time status updates. Approvers benefit from a centralized task view to review, approve, or reject requests, while Admins get full visibility and reporting capabilities to monitor trends and ensure compliance.

Who Benefits from this Offer

  • Employees: Easily submit and track both advance and reimbursement claims from a single app.
  • Managers: Review and approve requests quickly with clear expense details and supporting receipts.
  • HR and Finance Teams: Gain structured workflows, better auditability, and reduced manual intervention.
  • Admins/IT: Access enterprise-wide visibility and reporting while leveraging existing Microsoft 365 infrastructure.

Customer Needs and Pain Points Addressed

  • Manual or Email-based Expense Approvals: Many organizations still rely on email chains or paper-based processes for expense approval, which are prone to delays and errors.
  • Lack of Visibility: Employees often do not have real-time insights into the status of their requests.
  • Compliance and Audit Issues: Manual processes lack traceability, posing audit risks.
  • No Central Repository for Receipts or History: Receipts often get lost in inboxes or offline storage.
  • No Distinction Between Advance and Actual Expenses: Organizations require different handling for pre-approved (advance) and actual (reimbursement) expenses.
  • Expense Claim Tracker addresses these with structured digital workflows, central data storage in SharePoint, role-based access, and automated notifications.

Key Features:


🌐 Home Screen (Employee Dashboard)

  • View your submitted requests and their status.
  • Search and filter by status, category, or approval stage.
  • Create new Advance or Reimbursement requests.

🧾 New Expense Request Screen

  • Submit Advance Requests before incurring expenses.
  • Submit Reimbursement Claims after the activity.
  • Tag reimbursement to a prior advance request.
  • Attach receipts for each expense item.
  • Auto-calculate total expenses from line items.
  • Justify expense with optional date fields and notes.

✅ Task Screen (Approver View)

  • Role-based visibility for Managers, HR, and Finance.
  • Track pending, approved, or rejected requests.
  • View full details and attached receipts.
  • Add approval/rejection comments and take action.

🔐 Admin View

  • Admins can view all requests organization-wide.
  • Similar in function to Home Screen but without filtering to logged-in user.

📊 Reports Screen

  • Access detailed reports: Monthly, Quarterly, and Yearly summaries.
  • Analyze number of claims and total amounts.

🔁 Workflow Automation

  • Integrated Power Automate flows to:
  • Notify approvers and requestors on status changes.
  • Log actions with timestamps for audit history.

Technical Details

  • Platform: Microsoft PowerApps (Canvas App)
  • Data Source: SharePoint Online Lists
  • Workflow Engine: Power Automate
  • Security: Role-based access
  • Customizable: Categories and user roles can be easily modified.

Target Customers

  • Medium to large organizations using Microsoft 365
  • HR, Finance, or Admin teams responsible for employee expense management
  • Organizations with decentralized teams needing centralized approval workflows

Deployment & Licensing

  • Deployed within the customer’s Microsoft 365 tenant.
  • No third-party dependencies.
  • Can be provided as a Power Platform managed package.
  • Requires PowerApps per-app or per-user license depending on usage scope.

At a glance

https://store-images.s-microsoft.com/image/apps.64555.9e5723f6-365b-45fd-9a1d-cc0d572cd2c0.2f898900-3332-4f62-a87a-bd7a228cd541.3f7245a5-b8e9-413d-9469-55c28dcb5c3f
https://store-images.s-microsoft.com/image/apps.61071.9e5723f6-365b-45fd-9a1d-cc0d572cd2c0.2f898900-3332-4f62-a87a-bd7a228cd541.9d292c12-c507-42b5-8d11-3c5609bd4f5c
https://store-images.s-microsoft.com/image/apps.15086.9e5723f6-365b-45fd-9a1d-cc0d572cd2c0.2f898900-3332-4f62-a87a-bd7a228cd541.1e52cb6b-7128-45ef-a7d7-ee6c49f64047
https://store-images.s-microsoft.com/image/apps.55140.9e5723f6-365b-45fd-9a1d-cc0d572cd2c0.2f898900-3332-4f62-a87a-bd7a228cd541.2e2d367d-2aa0-4d46-8dfe-23702e914515
https://store-images.s-microsoft.com/image/apps.43101.9e5723f6-365b-45fd-9a1d-cc0d572cd2c0.2f898900-3332-4f62-a87a-bd7a228cd541.9cf110ea-5ee5-4f91-831c-a1fdefe74099