Expense Reports Module

The Expense Reports module allows employees to declare, submit and monitor the reimbursement of their professional expenses (travel, meals, material purchases, etc.) carried out on behalf of the company.

Main Features

This module offers you the possibility of:

Enter expense reports indicating the date, amount, category of the expense, and associated taxes.
Add supporting documents (photos of receipts, PDF invoices) for each expense line.
Follow the life cycle of the expense report: from draft state to validation, approval and finally payment.
View the history of expense reports submitted and paid.

User Interface

1. List of Expense Reports

The main view displays the list of all accessible expense reports, sorted by date (most recent first). You can:

Filter expense reports by status (Draft, To be validated, Approved, Paid, Cancelled).
Search for a specific expense report via the application’s global search bar or directly in the list.
Quickly view the total amount, author and status of each expense report using colored badges.

2. Details of an Expense Report

By clicking on an expense report in the list, you access its detailed view which presents:

General information: Author, dates, amounts excluding tax and tax included, current status.
Expense lines: The details of each expense (category, description, amount, VAT).
Available actions: Depending on your rights and the status of the note (see “Life cycle and Statuses”).
Attached files: You can consult or add supporting documents.

3. Creation and Modification

You can create a new expense report or modify an existing report in “Draft” status. When entering, you will need to specify:

The dates: Start and end date of the period covered by the note.
The project or associated third party (optional): If the expense is linked to a specific client or project.
Detail lines: Add each expense individually with its nature, amount and tax.

Note: HtkDoli manages offline creation (Offline-First). You can enter your expense reports even without an internet connection; they will be synchronized with Dolibarr as soon as the network is restored.

Lifecycle and Statuses

An expense report goes through several statuses, represented by colored badges in the interface:

Draft: The note is being entered. It can be modified or deleted.
To Validate (Validated/Unpaid): The note is submitted to a manager for validation. It can no longer be modified by the author (unless he has administrative rights).
Approved: The rating has been reviewed and approved by the manager. She is ready to be paid.
Paid: The refund has been made. The note is closed.
Cancelled/Refused: The note has been rejected.

Rights and Permissions (Business Logic Dolibarr)

To interact with the Expense Reports module in HtkDoli, your Dolibarr user profile must have the appropriate permissions. The module has the identifier expensereports in the REST API.

Reading (expensereport.lire): Allows you to see the list and details of expense reports (your own, and those of others depending on the Dolibarr configuration).
Creation / Modification (expensereport.creer): Allows you to create new draft expense reports and modify them.
Validation (expensereport.valider): Allows you to submit an expense report for approval.
Approval (expensereport.approver): Allows you to approve (or refuse) a submitted expense report.
Payment (expensereport.payer): Allows you to mark an expense report as paid.
Deletion (expensereport.deleter): Allows you to delete an expense report (generally limited to draft status).

Make sure that the administrator of your Dolibarr instance has granted you these permissions if you encounter problems accessing certain features.

Shortcuts from the Dashboard

If enabled in your settings, the main HtkDoli dashboard displays shortcut tiles:

Notes to be validated: Displays the total amount of expense reports awaiting validation and allows access to them in one click.
Notes to be paid: Displays the total amount of approved and pending expense reports (highlighted in red if the amount is large).