Understanding the Expense Report
The Expense Report in KarmaAxis provides a clear, categorized summary of all expenses within a selected time period. Whether you’re an individual contributor, a manager reviewing team claims, or part of the finance department, this report helps track reimbursements, payment modes, and spend breakdowns in a structured format.
How to Access the Report
- Click Expense Report from the top-right of your My Expenses screen.
- Use the date range filter and user selector to view a specific user’s expenses for a chosen period.
- By default, it loads your report for the current month.
Breakdown of the Expense Report
1. Expense Head Summary
- This section groups all expenses under each expense head (e.g., Conveyance, Meals).
- It shows how much was:
- Paid by the Company
- Paid by You (Self)
- Paid by Others (on your behalf)
- And the Total Amount
This gives a quick overview of how expenses were incurred and by whom.
2. Amount to be Reimbursed
A detailed breakdown of your reimbursement entitlement:
Paid by you for your expenses: What you spent from your own funds
Paid by you for others: If you covered someone else’s costs (e.g., team travel)
Total Qualified for Reimbursement: Sum of both values above
Advance Given: Advance already provided by the company (if any)
Net Amount Payable: Final amount that the company owes you
If the advance exceeds the expenses, the Net Amount Payable will be zero or negative.
3. Payment Modes
This section lists how the expenses were paid:
- Cash
- Personal (by Me)
- Personal (by Others)
Each mode shows the total spend under it, helping finance teams reconcile reimbursements with vault or petty cash disbursals.
Note: These payment mode labels are customizable by the admin team in the backend.
4. Expense Log
A detailed table listing each individual expense entry:
- Date: When the expense occurred
- Expense Head: Category (e.g., Conveyance, Meals)
- Payment Mode: How it was paid
- Logged By: Who entered the expense
- Paid For: Whose name it was booked under
- *Receipt: * Indicates if a receipt is attached
- With / Without Receipt: Amount breakup by receipt status
Each entry includes clickable icons:
- Paperclip for receipts
- K Icon for Karma linkage
- 👤 Contact icon for client/customer linkage
When an expense is split between users, each user’s share appears as a separate row.
Exporting Reports
- You can download the expense report as PDF or Excel for filing, review, or accounting purposes.
- This is helpful for audits, team reporting, and payroll integration.
Viewing Other Users’ Reports
Access depends on your role:
- Team Leaders: Can view expenses of their direct reports.
- Top-Level Admins / CXOs: Can view all user reports across the organization.
- Finance Roles: If given report access, they can see reports for entry into accounting systems.
Summary
The Expense Report simplifies reimbursement tracking, helps teams stay transparent, and ensures finance teams have all the details they need in one place. It is built to scale from individual reporting to team- and organization-wide reviews.