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ExpensesECADV

Track each expense from receipt to reimbursement

Know whose desk each claim is on, what you owe your employees, and why VAT wasn't deducted. Employees photograph receipts with their phones, and each claim goes through approval and accounting review before it becomes a draft expense voucher.

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Records
ECADV
Two checks
Approval and accounting review
Document types
8
Payment methods
5
Connected modules
6

01

Capture receipts before they get lost

Employees photograph the receipt with their phone camera or upload a PDF, with no separate app to install. The receipt waits in their own pool until it's added to a claim, and IWB opens the claim as the first receipt goes in. If IWB AI is turned on, it reads the date, vendor, amount, and VAT rate from the receipt and leaves blank any field it can't read.

  • Category, payment method, and project are chosen once and carry over to the next receipts
  • IWB warns you if the same receipt is captured twice
  • What was read is shown with a quote from the receipt

Unreadable receipts aren't lost

Even if reading fails, the receipt goes into the pool and the reason is shown. If Files is turned on, the receipt image is kept in the document archive.

02

Managers approve the spend, accountants the entry

A claim goes through your approval workflow first, where a manager decides whether the spending should have happened. Once approved, it moves to accounting review, where your accountant corrects the VAT, document type, and payment account. Your accountant can flag a missing receipt with a reason and return the claim to its owner.

  • If you haven't set up an approval workflow, a submitted claim goes straight to accounting review
  • Approval steps can be split by the claim's amount in your accounting currency
  • A returned claim shows up in the owner's My work list and notifications

Four eyes

If you choose, the person who entered a claim can't do the accounting review of their own claim.

03

Catch VAT that hasn't been broken out

VAT on a receipt with no rate entered isn't broken out or deducted, so IWB flags the line and your accountant enters the rate during review. For a receipt with several rates, you split the amount across them, and if the receipt was read, IWB shows whether its calculated VAT matches the total printed on the receipt. VAT isn't deducted when the document isn't issued to the company or was issued abroad, and the reason stays on the line.

  • Employees enter the amount paid, and IWB breaks out the VAT and net amount
  • 8 document types, including foreign documents and card slips
  • Your accountant can add a block but can't lift one that comes from the document itself
  • For foreign-currency receipts, IWB suggests the TCMB buying rate for the document date

04

Keep what you owe employees apart from card debt

You convert a reviewed claim into draft expense vouchers, and your accountant checks and posts them in Finance. Lines are split by payment method: what the employee paid out of pocket becomes a payable on their account, corporate card spending goes to card debt, and company cash spending goes to that cash account. Once you pay the employee, the claim shows as "Paid."

  • The employee's account is mapped once, not picked on every claim
  • The reviewer and the person who converts claims to vouchers can hold separate permissions
  • Once a voucher is posted, the claim shows as "Posted"; if all its vouchers are canceled, it goes back to review

05

Don't let spending over your limits go unnoticed

Set a per-document ceiling by category, a separate ceiling for corporate card spending, or a required-receipt rule. A rule either warns or stops the claim from being submitted, and the warning shows on the claim and in accounting review. The rule runs at submission even if you haven't set up an approval workflow.

Tax figures don't change

Going over a policy limit doesn't make an expense non-deductible (KKEG). The rule only warns or blocks submission and doesn't touch the accounting entry.

06

Settle advances against the claims they paid for

Record money you give an employee up front as a cash advance, and record the cash going out as a payment voucher in Finance. Spending paid from the advance is settled in the claim. When you close the advance, the remaining money is recorded as returned in cash, and any amount not returned stays as the person's debt.

  • One advance can be settled across several claims
  • Open advance balances are tracked by currency
  • Advance requests are approved through the requests workflow in Human Resources
Looking for expense vouchers, cash accounts, or corporate card statements?Go to Finance

07Document flow

Enter receipts once so accounting doesn't retype them

The employee photographs a receipt and adds it to a claim, which then goes through your approval workflow. Your accountant checks the VAT and payment account, converts the claim into draft expense vouchers, and posts them in Finance. Once you pay the employee with a payment voucher, the claim shows as "Paid."

  1. Receipt
  2. Expense claimEC-2026-00141
  3. Approval
  4. Accounting review
  5. Expense voucher
  6. Payment

08Capabilities

What you can do with Expenses

  • Corporate cards

    A card statement line is matched to the cardholder's spending in their pool or claims. If the card limit is exceeded, the claim shows a warning.

  • Projects and cost centers

    Link a receipt line to a project and task, a cost center, and a department.

  • Foreign-currency receipts

    Enter a receipt from abroad in its own currency, and IWB suggests the TCMB buying rate for the document date.

  • Rebilling to customers

    A project expense you flag goes into the project's billable items once the expense voucher is posted.

  • Who sees what

    With the built-in roles, employees see only their own receipts, claims, and advances, and the Accounting role sees all claims.

  • Claims for others

    With a separate permission, your assistant can open a claim for someone else, and the claim still belongs to its owner.

  • Claim fields

    Add your own fields to claims, such as trip purpose or the customer to bill.

  • Excel and CSV

    Download the claims list as Excel or CSV, with your filters applied.

09Compliance

Have the reason behind each VAT decision ready for audit

IWB stores, on each receipt line, whether VAT was deducted and why. Foreign-currency documents follow the Turkish exchange rate rule, and your internal spending limits don't change the tax calculation.

  • KDVK 29/1Under the Turkish VAT Law, VAT on a document not issued to the company isn't deducted. Your accountant can't lift this block; the fix is a corrected document.
  • KDVK 34/1VAT not shown separately on the document, or with no rate entered, isn't deducted.
  • KDVK 30Your accountant flags VAT that is non-deductible by law and VAT on non-deductible expenses (KKEG).
  • KDVK 1Tax on a document issued abroad isn't Turkish VAT and isn't deducted.
  • VUK GT 253Foreign-currency documents use the TCMB buying rate for the day they were issued.
  • GVK 41 · KVK 11An amount over your spending policy isn't treated as a non-deductible expense.

10Connected modules

They share the same database and permission model

Industries

11

Frequently asked questions

How do employees enter expense receipts?

They open the camera from their phone's browser and photograph the receipt or upload a PDF, with no separate mobile app to install. The receipt waits in the employee's pool, and if there's no claim yet when it's added, IWB opens one. If IWB AI is turned on, the fields fill in from the receipt; if not, the employee types them.

Do we have to set up an approval workflow?

No. Without an approval workflow, a submitted claim goes straight to accounting review. If you set one up, the claim enters it with its amount in your accounting currency, and you can split steps by amount and route them to a manager or a role.

Does IWB pay employees?

IWB doesn't send payments to the bank. What the employee paid out of pocket is recorded as a payable on the contact you mapped, and you record the payment as a payment voucher in Finance. When the payable is closed, the claim shows "Paid," or "Partially paid" if only part was paid.

What does IWB AI do with expense claims?

If IWB AI is turned on, it reads the receipt you capture and fills in the date, vendor, tax ID, document type and number, amount, VAT rate, and currency, with a quote from the receipt for each value. It leaves a value blank if it doesn't check out, such as a VAT rate that's no longer in force. There are no IWB AI actions in the chat panel for creating or submitting expense claims.

Is there a per diem or mileage calculation?

No. There's no separate per diem or mileage calculation. You enter costs such as travel, accommodation, and meals with their receipts, and you can use the spending policy to warn about or block spending without a receipt.