Expense Reports Module

HtkDoli's Expense Reports module lets you enter, validate and get approval for your professional expenses, then record their payment. It covers the full Dolibarr cycle: Draft → Validated → Approved → Paid, with management of supporting documents.

⚠️ Known limitation — expense lines. Adding lines (expense details) to an expense report may not be possible depending on your Dolibarr version: recent releases (Dolibarr 22) no longer allow line management through the API, in which case the app displays a clear message. You can always create and view the report header from the app; when line management is unavailable, enter the expense lines from Dolibarr's web interface.

Interface and Features (List)

The main view displays the list of all expense reports.

Browsing and Search

• Search bar: Search by reference or user.
• Sorting:
  • Date (Most recent → Oldest) — default
  • Date (Oldest → Most recent)
  • Amount (Highest)
  • Amount (Lowest)
• Filters by status, with a counter:
  • All
  • Draft
  • Validated
  • Approved
  • Paid
  • Cancelled
  • Refused

Information displayed (Expense Report Cards)

Each row represents a report with:

• Its reference.
• The beneficiary (the relevant Dolibarr user).
• The period covered (start and end date).
• The total amount incl. tax.
• Its status as a badge.

Long press on a report

• Submit for validation (draft), Edit, and Delete (draft).

Pagination

• List paginated by 50 with a "Load more" button.
• Pull-to-refresh available.

Detail View (Viewing an expense report)

Header (Hero Section)

• Reference.
• Period (start date / end date).
• Total amount.
• Status badge.

Workflow (depending on status)

Draft status

• Validate the expense report: Moves to the Validated status.

Validated status

• Approve the expense report: Moves to the Approved status.
• Refuse the expense report: Asks for a reason (required — Dolibarr rejects a refusal without one, and the requester sees it), then moves to the Refused status.

Approved status

• Record a payment: Opens the payment sheet — date, payment mode, bank account (required) and amount.

Approved or Refused status (already synchronised report)

• Put back in draft: Asks for a reason (required, visible to the requester), then reopens the report as a draft.

Lines (expenses)

A detailed list of the expenses included in the report, each showing:

• Expense type (fuel, meals, transport, hotel, etc.).
• Date.
• Description.
• Amount excl. tax, VAT, incl. tax.
• Attached receipt: a clickable icon to view it, or a camera button ("Add a photo") if it is still missing.

If the report is in Draft:

• An "Add an expense" button appears at the bottom of the list.
• Swiping left on a line lets you delete it.

Information

• Beneficiary (user)
• Period
• Creation date
• Total amount
• Validation, approval and payment dates (depending on status)

Notes

• Public note.
• Private note (padlock).

Documents

Attachments for the report as a whole (beyond the per-line receipts). Viewing, PDF preview, download, adding.

Tools

• Clone / Duplicate: Creates a new draft report with the same lines.

Floating header actions

• Clone / Duplicate.
• Delete (confirmation alert).

Recording a payment

The payment screen lets you record the settlement of an approved report:

Payment details

• Payment date.
• Payment type (transfer, cheque, cash, card, etc.).
• Amount.
• Number (cheque, transaction, etc.).

Additional information

• Descriptive note (optional).
• An in-progress indicator while submitting.

Once confirmed, the status automatically moves to Paid.

Creation and editing

The report editing screen lets you fill in:

• The beneficiary user.
• The period covered.
• The public / private notes.

Expense lines are then added one by one from the detail view.

Editing a line

The line editing screen lets you enter:

• Expense type.
• Date.
• Description.
• Amount excl. tax and VAT rate (incl. tax computed automatically).
• Receipt (photo taken from the app or imported from the library).
• Scan a receipt (OCR): reads a photo of the receipt on the device and pre-fills the date and amount; nothing leaves the phone.

Business Logic and Dolibarr

Lifecycle

• Draft: Initial entry, lines editable.
• Validated: Submitted to the approver.
• Approved: Validated by the manager, ready for payment.
• Paid: Payment recorded.
• Cancelled / Refused: Report rejected.

Rights and Permissions

• Read: Read permission for the Expense Reports module required.
• Creation / Modification: expense report create right.
• Validation: same create right (self-validation possible).
• Approval: expense report approve right.
• Payment: expense report pay right.

Synchronisation

• Paginated list.
• Lines and receipts are loaded when the sheet is opened.
• Workflow actions and payments are propagated to Dolibarr immediately.

Screenshots

2 screenshots — click to enlarge

Close