Reduces claim processing time by up to 70%

BizCloud eClaim Module

Digital expense claims made simple, efficient, and transparent. Revolutionize your expense management with online submission and approval for all employee claims.

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BizCloud eClaim Dashboard

Streamline Your Expense Claims Process

The e-Claim module in BizCloud HRM Suite transforms traditional expense reporting into a streamlined digital process. This solution enables employees to submit claims electronically while providing approvers with tools to efficiently review and process reimbursements.

100% Paperless

Eliminate paperwork with digital submission and approval

Mobile Receipt Capture

Snap photos of receipts directly from your phone

Custom Workflows

Flexible approval workflows tailored to your organization

Who Uses This Module?

Employees

Submit expense claims with digital receipts

Managers

Approve/reject claims and track budgets

HR/Finance

Configure policies and monitor usage

Integration Note: The e-Claim module integrates with the broader BizCloud HRM Suite, allowing for seamless data flow between expense management and other HR functions.

System Access - Anywhere, Anytime

Web Portal Access

Log in to your organization's BizCloud HRM web portal
Navigate to: Menu > e-Claim
Begin submitting or reviewing claims

Mobile App Access

Download the BizCloud Mobile App from your device's app store
Log in using your BizCloud HRM credentials
Select the e-Claim option from the main menu
Mobile Advantage

The app allows you to photograph and upload receipts directly from your mobile device, making on-the-go expense reporting effortless.

Security Note

Always ensure you're using a secure network when accessing the e-Claim system, especially when submitting sensitive financial information.

Submitting Claims

3.1 Apply New Claim

Navigate to: Menu > e-Claim > Apply Claim
Select the appropriate Claim Type from the dropdown
Enter the expense Date, Amount, and Description
Upload supporting documentation (receipts, invoices)
Review the information and click Submit
Receipt Requirements

Ensure receipts clearly show:

  • Vendor name
  • Date of purchase
  • Amount paid
  • Items purchased (if applicable)

3.2 Batch Claims Submission

For multiple expenses from the same trip or period:

Go to: e-Claim > File Claim
Click "Add Item" for each expense
Complete details for each line item
Attach corresponding receipts
Submit the entire batch when complete
Pro Tip

Batch submissions are ideal for business trips where you accumulate multiple expenses (transportation, meals, lodging) over several days.

Common Claim Types

Travel Expenses

  • Airfare
  • Hotel accommodations
  • Local transportation
  • Taxi/Uber/Grab

Meal Expenses

  • Business meals
  • Client entertainment
  • Team lunches
  • Conference catering

Other Expenses

  • Office supplies
  • Professional development
  • Mobile phone expenses
  • Software subscriptions

Smart Approval Workflow

Employee Submits

Submit claim with digital receipts

Email Notification

Immediate email to supervisor

Approval/Rejection

Via email or web portal

Escalation

To higher management when required

Finance Processing

Final approval triggers payment

5.1 Setup Approval Levels (Admin)

Navigate to: Menu > HR > Approval Setting > Approval Set
Create a new approval workflow or edit existing
Define levels using logical AND/OR combinations
Assign approvers to each level
Set escalation rules if needed
Save the approval set
Flexible Configuration: The system supports unlimited approval levels to accommodate complex organizational structures and varying claim amounts.

Customizable Rules

Set different approval levels by:

  • Employee type
  • Department
  • Claim amount
  • Expense category
  • Project code
  • Cost center
Advanced Configuration

Configure automatic approvals for small claims or specific categories to streamline the process.

Approver Responsibility

Always verify receipts match claimed amounts before approval. Flag any suspicious claims for review.

Advanced Reporting & Monitoring

6.1 Monthly Reports

Navigate to: Menu > e-Claim > e-Claim Report
Select date range and other filters
Choose report type (summary, detailed, etc.)
Generate and review the report
Export to Excel or PDF if needed

Report Types Available:

  • Departmental expense summaries
  • Individual employee reports
  • Claim type analysis
  • Approval timeline reports
  • Budget vs actual analysis
  • Policy compliance reports

Exporting & Integration

6.3 Exporting Data
From any report view, click "Export"
Choose format (Excel, PDF, CSV)
Select data range and columns
Download the exported file
Integration: Exported data can be used for accounting system imports or further analysis in spreadsheet applications.

Status Indicators:

Pending

Awaiting review

Approved

Cleared for payment

Rejected

Requires resubmission

Custom Reporting Available

Our system generates comprehensive reports including:

  • Department-wise claim analysis
  • Expense category breakdowns
  • Approval timeline reports
  • Budget utilization reports
  • Vendor spend analysis
  • Employee expense patterns
  • Policy compliance tracking
  • Custom Excel exports
Need specialized reports?

Our team can develop custom analytics tailored to your specific business requirements.

Operational Benefits

Time Savings

Reduce claim processing time by up to 70% compared to manual methods

  • Automated calculations
  • Digital workflow
  • Batch processing

Cost Reduction

Eliminate paper costs and reduce administrative overhead

  • No printing or filing
  • Reduced errors
  • Better compliance

Accuracy

Minimize human errors in calculations and approvals

  • Auto-validation rules
  • Digital audit trail
  • Policy enforcement

Custom Development Available

Our in-house development team can customize the e-Claim system to meet your specific business requirements.

Average Implementation Time

2-3 business days with our support team guidance.

Contact Us to Discuss Your Needs

Troubleshooting

Issue Solution
Claim rejected without reason Check approval comments in claim history. Contact approver if unclear.
Cannot upload receipt Ensure file is <10MB and in JPG, PNG, or PDF format. Check internet connection.
Limit reached message View your personal policy under My e-Claim Policy. Contact HR if exception needed.
Approval notification not received Check spam folder. Verify notification settings in your profile.
Incorrect claim amount calculation Verify currency settings. Check for automatic currency conversion if applicable.
Support Contact

If issues persist, contact your HR system administrator or the BizCloud HRM support team with specific error details.

Best Practices

  • Submit claims promptly (within 2 weeks of expense)
  • Provide clear documentation and descriptions
  • Group related expenses into batch claims
  • Review your claim limits before spending
  • Keep personal copies of all receipts

  • Review claims within 3 business days
  • Verify receipts match claimed amounts
  • Provide clear feedback when rejecting
  • Escalate suspicious claims to finance
  • Use bulk approval for multiple claims

  • Regularly review and update claim policies
  • Conduct quarterly audits of claim patterns
  • Provide training for new employees
  • Monitor approval turnaround times
  • Analyze reports for policy improvements
Continuous Improvement

Gather feedback from users regularly to identify pain points and opportunities to streamline the claims process further.

Ready to Transform Your Expense Management?

Our HR specialists will guide you through setup and customization to match your exact business requirements.

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