Expense Approval System

Simple, affordable and flexible


The Expense Approval System is a simple expense management software system, that streamlines and automates the workflows associated with creating, approving and controlling expense claims.

Approval Process

The Expense Approval System workflow contains four "states": Draft, Pending Approval, Approved and Rejected.
Please see below for a step by step guide to completing the expense approval process.

1. A user creates a new expense approval request.
2. The user submits the request for approval ("Send to approve" button).
3. Before approval of the expense request by an approver, the user can make changes to the expense request form.
4. The approver receives an email notification of the request and reviews the expenses.
5. The approver approves or declines the expense approval request.
6. If the approver approves the expense approval request, the process is complete.
7. If the approver rejects the expense approval request, the user must edit and resubmit the request, until the approver gives final approval.

Quick steps to start using Expense Approval System

As Administrator:
1. Configure Dictionaries (section Administration->Dictionaries)
2. Configure display settings (section Administration->Settings)
3. Assign Manager and Administrator roles (section Administration->User Roles ). There is no need to assign regular User role, because this role is given by default -every user with access to the Sharepoint parent site (where the app is installed) also has access to this app as regular user.

As Regular User:
1. Click "Create new" tile on the main page and submit request.


If you have any question or issues, please email us at

Please read below Product FAQ and Technical Troubleshooting FAQ before sending email with an technical question.

Do you need more advanced features?

If you need more advanced features like:

  • Multi-level approval workflow (more than 6 approvers)
  • Conditional approvals (conditions and thresholds)
  • Custom tab with a custom data table
  • Detailed access control list (ACL) for an request object
  • Custom branding (own logo and change of default blue theme)
  • Language translations
  • Tracking changes history
then Approvals Center is an ideal choice. Approvals Center is a new generation of approval management apps, designed for modern SharePoint UI.
On the Approvals Center product site, you can find full product comparison (Approvals Centers vs Approval Manager vs Expense Approval Pro).

If you need custom workflow (different than approval workflow), please try Workflow Pro that offers the ability to model custom workflows.


* - Contact with us before purchase to receive promo codes.

Product FAQ

  • Where app data is stored?

  • How to install the trial version on the SharePoint Site?

  • How to pin an app to the SharePoint menu, MS Teams, or Office 365 app launcher?

    After successful installation, the app is located on the SharePoint Site Contents.
    First, please use one of below methods to get an app shortcut.
    Method 1) Enter the app (first page) and copy full URL from the browser's address bar (with all parameters like SPHostUrl etc.), below is example:

    Method 2) Enter the app (first page), copy URL from the browser's address bar and remove all characters after app name, below is example:
    Required parameters will be automatically added by SharePoint.

    Pin app to the SharePoint Site menu

    Step 1) Go to the SharePoint Site
    Step 2) Click "Edit" on left or top SharePoint menu and add link to the app
    Details are described in this document, steps are different depends on the SharePoint UI type (classic view/modern view)

    Pin app to MS Teams as a new tab

    Step 1) Open MS Teams
    Step 2) Click "+" icon to add a new tab

    Step 3) Type 'website' in the search box to find an item "Website"

    Step 4) Enter tab name, copy&paste above app URL (Method 1 or 2) and click Save button

    Pin app to the Office 365 app launcher

    You can add custom tile to the app launcher under Office 365 Admin Center->Settings->Organization profile page.

    Details are described in this document. To get logo URL required to create new tile on app launcher you can click right mouse button on app icon (SharePoint Site Contents) and select "Copy image address"

  • How to assign regular User role?

    There is no need to assign regular User role, because this role is given by default - every user with access to the SharePoint parent site (where the app is installed) also has access to this app as regular user.

  • How to update SharePoint app?

    App update process is described here and also on our Technical FAQ, question "How to update SharePoint app?"

  • I cannot find a user in drop-down list

    User list is pulled from SharePoint User Information List (built-in SharePoint feature, here is more info)
    SharePoint user is added to the User Information List after first login to the SharePoint Site.
    After first login, user will be visible in the user's drop-down list.

  • How can I extend my trial period?

    We cannot extend trial period remotely, because app is SharePoint-hosted and our company doesn't have access to the customer's SharePoint env., however you can uninstall an app and install it again to "reset" 14-day period. (this operation removes all app data and configuration).