Expense reports that enforce policy and reimburse through the next pay run.

Expense management software replaces paper receipts, email attachments, and spreadsheets with a digital workflow for submitting, approving, and reimbursing employee expenses. It gives finance teams visibility into spending, enforces company policies automatically, and creates an audit trail from receipt to payment. Workzoom goes further by connecting expenses directly to payroll, so reimbursements happen through the next pay run without any manual data transfer.

Employees log in, upload a receipt image or PDF, select the expense category, add details like amount and purpose, and submit. For mileage claims, they enter distance and the system calculates reimbursement based on your configured rate. Per diem expenses follow location-based rules you define. Required fields are enforced at the form level, so incomplete submissions cannot be sent forward. The entire process works from any device with a browser.

Yes. You configure spending limits by category, role, or department. When an employee submits an expense that exceeds a limit or falls into a restricted category, the system flags it before the manager sees it. Duplicate receipt detection catches the same expense submitted twice. Multi-level approval chains route high-value claims to senior approvers automatically. Policy violations are caught at submission time, not after reimbursement.

Once a manager approves an expense, it flows directly into the next payroll run. There is no export, no CSV file, no manual entry into a separate payroll system. Because Workzoom expenses and payroll share the same database, the reimbursement appears as a line item on the employee's pay stub. GL codes are assigned at submission and carried through to your financial reports. Cable Bahamas processes reimbursements for 850 employees this way, with zero manual reconciliation.

Yes. For mileage, employees enter the distance traveled and Workzoom calculates the reimbursement based on your configured rate per mile or kilometer. You can set different rates for different vehicle types or purposes. For per diem, you define daily allowances by location and travel type. The system applies the correct rate automatically based on the travel details the employee provides. Both mileage and per diem claims follow the same approval and reimbursement workflow as standard expenses.

Every expense submission is tagged with a GL code at the time of entry. When the expense is approved and flows into payroll, those codes carry through to your journal entries and financial reports. You get real-time visibility into spending by category, department, or cost center without waiting for month-end reconciliation. The audit trail is continuous: receipt, submission, approval, payroll line item, GL entry. No gaps.

Expense management is included in the Workzoom Payroll Suite at $4 per employee per month. No setup fees and no long-term contracts. The Payroll Suite also includes pay processing and benefits administration. If you need HR, Workforce, and Talent capabilities too, the full platform is $16 per employee per month. A 200-employee business pays $800/month for payroll with expenses included, or $3,200/month for the complete platform. See full pricing details here.