SnagBaneSnagBane's expense claim template turns a spreadsheet-and-email routine into one form with approvals. Employees add expense lines, upload receipts and sign; the manager approves, Finance approves claims over 500, and the approved claim becomes a row for payroll. Free for the form and approvals; Excel and SharePoint need Business.
1. The template
New form → Templates → Finance → Expense claim:
| Question | Type |
|---|---|
| Employee | Person |
| Approving manager | Person |
| Project / cost centre | Short answer (or a dropdown kept in sync with a list) |
| Expenses | Repeating table — date, description, category, amount (EUR) |
| Total to reimburse | Calculation (sum of the lines) |
| Receipts | File upload |
| Employee signature | Signature |
2. Approvals
| Stage | Approver | Runs |
|---|---|---|
| Manager approval | The approving manager | Always, due in 3 days |
| Finance approval | Finance | Only when the total is over 500, due in 5 days |
3. After approval
- Excel or SharePoint row for payroll with the total as a number.
- PDF with lines, receipts list, signature and approval history, saved to a SharePoint library.
- An email to the employee with the decision.
Frequently asked questions
Can mileage be claimed too?
Yes — there is a separate Mileage claim template, or add a line type with a calculation (km × rate).
Can people claim in another currency?
Use an Amount question or column with the currency; it's stored as a number for totals.
See question types for repeating tables, amounts and signatures.
