This article is for employees who already use Roubler to access their payslips and other payroll-related functionality, and who need to submit and manage business expense claims in Roubler.
Note: This article assumes you are already logged in to Roubler. Logging in is not covered here.
Before you start
Before submitting any expenses in Roubler, make sure that:
You understand your organisation’s Expense Policy, including:
What you can and cannot claim.
Any spend limits and approval rules.
Receipt requirements (for example, all expenses must have a valid tax invoice/receipt).
You know which cost centre / department / project your expenses should be charged to (if your organisation uses these).
You have clear, legible receipts or supporting documents ready to upload (photo, PDF, or scanned copy).
You are claiming only business-related expenses in line with your company’s guidelines.
If you are unsure about any of these items, please check your internal policy or speak with your manager or HR/Payroll team before submitting an expense.
Overview: Expenses in Roubler
The Expenses area in Roubler allows you to:
Create and submit out-of-pocket business expense claims.
Attach receipts and supporting documents.
Track the approval status and payment progress of your claims.
Edit or cancel draft or returned expenses.
The exact menu labels may vary slightly depending on how your organisation has configured Roubler, but the overall process is the same.
How to create and submit a new expense
Use this process when you need to submit a new expense claim (for example: travel, meals, parking, or small purchases made personally on behalf of the business).
From the Roubler home screen, open the menu.
Select Expenses (or your organisation’s equivalent label, such as My expenses or Claims).
Select New expense, Add expense, or the + button.
Complete the expense details, typically including:
Date of the expense.
Expense type/category (for example: Travel, Meals, Parking, Office supplies).
Amount and currency.
Description / Business purpose
Clearly describe what the expense was for (for example: “Taxi from client site to office”).
If your organisation uses additional coding fields (for example: Cost centre, Project, Work tag, or similar), select the correct values from the available dropdowns.
Attach your receipt (required in most cases):
Use Attach receipt, Upload file, or similar.
Upload a clear image or PDF that shows:
Supplier name
Date
Items or services purchased
Total amount and any tax information
Review the expense:
Check that the amount matches the receipt.
Confirm the date, category, and coding are correct.
Ensure a receipt is attached if required by policy.
Select Submit.
Your expense will now be routed to your manager or approver based on your organisation’s workflow.
Submitting multiple expenses from the same trip or event
If you have several expenses from the same trip or event (for example: flights, meals, parking), your organisation may choose one of two approaches:
One expense per receipt
Create and submit each receipt as a separate expense.
Multiple lines in one claim (if enabled)
Create a single expense and add multiple line items for each receipt.
If multiple line items are enabled:
Start a new expense as above.
Use Add line, Add item, or similar to add each individual receipt.
For each line, enter:
Date
Amount
Expense type/category
Brief description/business purpose
Attach the relevant receipts (one per line or a combined document, depending on your policy).
Submit once all items are added and checked.
Follow your internal guidance on which method your organisation prefers.
How to edit or cancel an expense
Editing a draft or returned expense
You can usually change an expense while it is in Draft or has been Sent back/Returned.
Go to Expenses.
Find the expense with status Draft or Returned / Sent back.
Open the expense to view the details and any comments from your approver.
Update the necessary fields, for example:
Correct the amount, date, or category.
Update the description to better explain the business purpose.
Replace or add a receipt.
Save your changes and select Submit again.
Cancelling or deleting an expense
If you created an expense by mistake and it is not yet approved:
Go to Expenses.
Open the Draft or Pending expense you want to cancel.
Look for a Delete, Cancel, or Withdraw option.
Confirm the action.
Once an expense is approved or paid, you usually cannot delete it. If an approved or paid claim needs to be corrected, contact your manager or HR/Payroll team for guidance.
How to track the status of your expense
Go to Expenses from the Roubler menu.
Review the list of your expense claims.
Check the Status field for each expense. Common statuses include:
Draft – Expense has been created but not submitted.
Submitted / Pending approval – Awaiting manager/approver review.
Approved – Approved and waiting for payment processing.
Paid / Reimbursed – Payment has been processed (for example, in your next payroll).
Returned / Sent back / Rejected – Approver has sent the claim back to you, usually with a comment.
To see more detail:
Open the individual expense and look for:
Approval history or Activity.
Comments from your manager/approver explaining any issues or requested changes.
Frequently asked questions and troubleshooting
My expense was sent back. What should I do?
Open the returned expense.
Read the comments from your manager or approver.
Correct the issue (for example, wrong category, missing receipt, unclear description).
Save and re-submit the expense.
If you are unsure why it was returned, speak with your manager.
Do I always need to attach a receipt?
In most cases, yes. Your company’s Expense Policy will define:
When a receipt is mandatory.
Whether there are any low-value exceptions.
As a best practice, always attach a clear tax invoice/receipt with:
Supplier name
Date
Description of goods/services
Total amount and tax (if applicable)
The amount in my claim doesn’t match the receipt
If you made a mistake when entering the amount:
Edit the Draft or Returned expense and correct the amount.
If the amount actually charged is different from the receipt:
Add a brief explanation in the description (for example, currency conversion, tip not on the original receipt).
Attach any additional supporting documentation if available (for example, card statement screenshot if allowed by policy).
If you are unsure whether the variance can be claimed, check with your manager or HR/Payroll team.
I cannot see the Expenses option in my menu
Your organisation may not use Roubler for expenses; or
Your profile/permissions may not be configured to allow expenses.
Please contact your internal support, manager, or HR/Payroll team to confirm whether you should have access to Expenses.
My expense shows as Approved, but I have not been paid yet
Check your organisation’s process for reimbursement timing:
Some companies pay expenses with the next payroll.
Others may have a separate reimbursement run.
If the status is Approved but not yet Paid/Reimbursed in Roubler and you believe payment is overdue, contact your HR/Payroll team to confirm.
The system will not let me submit my expense
Common causes include:
A required field (for example, category, cost centre, amount, or description) has not been completed.
A receipt is missing where one is required by policy.
The expense date or amount is outside allowed limits.
Check for any on-screen error messages or highlighted fields, correct the information, and try again. If the issue persists, contact your internal support team (see below).
Who to contact for help
If you need help with expenses in Roubler, do not contact Roubler support directly.
Instead, please contact:
Your internal support team (for example, IT or internal Roubler administrator) for:
Issues with access, permissions, or menu options.
System errors when creating or submitting expenses.
Your manager for:
Clarification on whether an expense is appropriate to claim.
Questions about approvals or why a claim was returned.
Your HR/Payroll team for:
Questions about payment timing or reimbursement amounts.
Confirming how expenses are processed with your payroll.
Policy-related questions that are not covered in your local documentation.
Your organisation is responsible for managing Roubler and applying its expense policies. Roubler’s vendor support should only be contacted by authorised internal administrators, not by individual employees.