Canada
United States
Bahamas
Jamaica
Trinidad & Tobago
Antigua & Barbuda
Barbados
Anguilla
Payroll runs seamlessly, and HR processes are no longer a tedious grind. It's simplified how we work, allowing us to focus more on our people.
Payroll Suite · Expenses
Expense management software that reimburses through the next pay run
Because claims live inside payroll, an approved expense becomes a line on the pay stub. No separate cheque, no second system to reconcile.
The short answer
Workzoom expense management lets employees submit expense claims with receipts, log corporate card spend, and raise travel and cash advance requests, then routes them for approval and pays approved reimbursements through the next pay run. Expense types, policies, and mileage rates are configured to your business, lines can be entered in a foreign currency and reimbursed in your base currency, and because expenses sit inside the HRIS and payroll, an approved claim becomes a reimbursement line on the pay stub, no separate cheque. Workzoom expense management is built for employers with 50 to 5,000 employees.
Live on Workzoom right now. North America and the Caribbean.
The real problem
03 pain points
Where expense management breaks down today
Without enforcement at submission, finance finds problems too late. The only options left are an awkward clawback or absorbing the cost.
The Workzoom answer
Workzoom Expenses enforces policy at the point of submission. Out-of-policy claims are flagged before they reach a manager, not discovered in an audit.
Payroll Suite
Approved expenses are reimbursed through the next pay run.
Every Workzoom suite shares the same employee data, so expenses stays current with payroll, HR, workforce, and talent without an export or an integration to maintain.
Benefits
Why Expenses?
Reimbursed on the Next Pay Run
Because expenses and payroll share one database, an approved claim becomes a line on the employee's next pay stub with no export, no separate cheque, and no reconciliation between systems.
Cards, Advances, Travel, and Claims in One Place
Corporate credit card spend, cash advances, travel requests, and out-of-pocket expense claims all live in the same system, tied to the employee record and routed for approval.
Configured to How You Actually Spend
Expense types, policies, and mileage rates are configured to your business and effective-dated, so the correct rate applies to the correct period. Each expense line can be entered in a foreign currency with an exchange rate, then reimbursed in your base currency.
How it works
How expense management software runs in production.
EXPENSE CLAIMS
Submit claims and receipts against your configured expense types
Employees create an expense statement, add expense details against the expense types you configure, and submit receipts, all tied to their employee record rather than a separate system.
- Expense claims built from your configured expense types
- Receipts submitted and attached to each claim
- Flat-amount and rate-based expense types
CORPORATE CARDS
Track corporate credit card spend alongside out-of-pocket claims
Add corporate credit cards, assign them to cardholders, and record card transactions so company-card spend is reconciled in the same place as employee expense claims.
- Corporate cards assigned to cardholders
- Card transactions recorded as credit card entries
- Card spend and out-of-pocket claims in one system
TRAVEL AND ADVANCES
Raise travel requests and cash advances before the spend
Employees create travel requests and cash advance requests ahead of a trip and submit them for approval, with advances held against the person and reconciled against the expenses that follow.
- Travel requests for pre-trip approval
- Cash advance requests held against the person
- Advances reconciled against submitted expenses
POLICIES AND RATES
Expense types, policies, and rates configured to your business
Configure expense policies, the set of expense types your business uses, and effective-dated mileage rates, so the rate you set applies by date. Each expense line can be entered in a foreign currency with an exchange rate, then reimbursed in your base currency through payroll.
- Effective-dated mileage rates you configure
- Configurable expense policies and expense types
- The rate you set, applied by effective date
PAYROLL REIMBURSEMENT
Approved expenses flow into the next pay run
Because expenses sit inside payroll, an approved reimbursement becomes a line on the employee's next pay stub from the same database, with no export, separate cheque, or cross-system reconciliation.
- Approved reimbursements paid through the next pay run
- Reimbursement appears as a line on the pay stub
- No export, separate cheque, or manual import
Customer stories
Proof, not slideware.
Teams running Workzoom expenses on real payroll, real schedules, real headcount. View all case studies
Before Workzoom, we were buried in spreadsheets. Now HR is so much simpler. We spend less time on admin and more time supporting our staff and residents every single day.
What mattered most was choosing a solution built for businesses like ours. Workzoom delivered everything we needed, from payroll to facial recognition clocks, and worked with us every step.
32
case study: hires onboarded in three months, zero paper
We would not be able to hire the way we do with the same resources. It has kept our headcount consistent without growing it, saving us time and money every single cycle.
200+
case study: employees across multiple entities, one record
Workzoom completely transformed our payroll process in just one month. So easy to audit, validate, and make corrections, even at the last minute. The support we received was incredible.
Moving to Workzoom was the right move. It gave our dynamic report and payment structures the flexibility we needed, at the right price.
Switching to Workzoom made managing payroll and timekeeping so much easier. We processed our first payroll faster than we expected and now feel far more confident in everything we do.
Keep exploring
More from the Payroll Suite.
Pair Expenses with the rest of the Payroll Suite. One employee record, nothing to integrate or maintain.
Pay Processing
A pre-flight pass flags the missing deduction or bad retro during the run, so you fix it before the money moves, not after payday.
Benefits
Automated enrolment based on eligibility rules, self-service elections, life event processing, and payroll-connected deductions. No paper forms, no manual calculations.
Workzoom is $4 USD per suite per employee per month, or $16 all-in for the full platform. No setup fees, no long-term contract. See pricing.
Get started
See Expenses on your own data.
A 15 to 60 minute working session, not a slide deck. We walk through Expenses live, on your headcount and your industry, then give you a straight answer on fit and price.
Workzoom works with organizations of 50 or more employees. See our minimums.
Frequently asked
What teams ask before turning on Expenses.
Specifics on how Workzoom expenses works, what it costs, and how it connects to the rest of the platform.
Workzoom's 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 spending visibility, enforces company policies automatically, and creates an audit trail from receipt to payment. Because expenses connect directly to payroll, reimbursements happen through the next pay run without any manual data transfer.
Workzoom employees upload a receipt image or PDF, select the expense type, add details like amount and purpose, and submit from any device with a browser. For mileage, they log the amount and Workzoom applies the configured mileage rate. Required fields are enforced at the form level so incomplete submissions cannot proceed.
Workzoom applies the expense policies and expense types you configure, and routes expense claims for approval before reimbursement. You define the expense types, rates, and policy that apply to your business, so claims are reviewed against your rules rather than reconciled after the money is paid.
Workzoom's expenses and payroll share the same database so once a manager approves an expense, it flows directly into the next payroll run. There is no export, no CSV file, and no manual entry into a separate payroll system. The reimbursement appears as a line item on the employee's pay stub. Cable Bahamas processes reimbursements for 850 employees this way with zero manual reconciliation.
Workzoom applies a configurable mileage rate that you set and effective-date. Employees log mileage and Workzoom reimburses at your current rate per mile or kilometer. The rate is maintained by you rather than pulled from an external table, and mileage follows the same approval and payroll-reimbursement flow as any expense claim.
Because expenses sit inside payroll, an approved claim becomes a reimbursement line on the employee's next pay stub from the same database, with no export, separate cheque, or manual import. Expense reporting views let you review spend by expense type.
Workzoom's expense management is included in the 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. A 200-employee business pays $800 per month for payroll with expenses included.