Sometimes, employees need to pay for work-related expenses using their personal funds, such as booking a business trip, purchasing office supplies, or paying for software subscriptions used by the company.

In such cases, employees can create an Expense Report in Wafeq, add one or more expense claims, attach the related receipts, and submit the report for approval. Once approved, the employee will be reimbursed according to the company's reimbursement policy.

This guide walks you through the entire process, from creating an expense report to submitting it for approval.

Create a New Expense Report

To create a new expense report, click the dots at the bottom of the organization name at the top of the page, then select "Employee Portal".

From Expense Reports, click "New Expense Report."

After creating the report, you'll be taken to a page where you can add one or more expense claims within the same report.

Grouping multiple expenses in one report is useful when they relate to the same business trip or task, instead of creating a separate claim for each expense.

For example:

• Flight ticket
• Hotel booking
• Transportation
• Business meals

Enter the basic report details:

Title (Optional): Enter a descriptive name to help identify the report later, such as "Business Trip to Riyadh" or "Monthly Software Subscription Expenses."

Reference (Optional): Enter a reference number or code if your company uses an internal numbering system, such as EXP-2026-015 or TRIP-001. You can also leave this field blank.

Notes (Optional): Add any additional information that may help the approver understand the purpose of the expenses, such as "Annual design software subscription" or "Expenses related to the client meeting in Jeddah."

Add Expense Claims

You can add expenses to the report using one of the following three methods:

Method 1: Upload Receipts Manually

If your receipts are saved on your device, you can upload them directly.

Click the Drop receipts or paste a screenshot area, then:

• Drag and drop your receipt files.
• Or click to browse and select files from your device.

Wafeq automatically scans the receipt using OCR (Optical Character Recognition) technology and extracts the expense details.

Review the extracted information, make any necessary corrections, then continue before submitting the report for approval.

Method 2: Send Receipts by Email

If you received the receipt via email, there's no need to download it first.

Copy the email address displayed inside the expense report, then either send the receipt directly to that address or forward the original email.

Once the email is received, Wafeq automatically imports the receipt and adds it to the report.

Review the extracted information, make any necessary corrections, then continue before submitting the report.

Method 3: Enter the Expense Manually

If you don't have an electronic receipt, you can manually enter the expense details.

Complete the following fields:

Receipt: Attach a receipt to support and document this expense.

Date: Enter the actual date when the expense occurred.

Example: If you purchased office supplies on 01/08/2026, enter that date.

Category: Select the expense account that best matches the nature of the expense.

Example: Travel Expenses, Subscriptions, Office Supplies, or Hospitality.

Supplier (Optional): Select the supplier if it already exists in the system, or leave it blank if no supplier is required.

Example: Jarir Bookstore, STC, or Microsoft.

Currency: Select the currency used to pay the expense.

Example: Saudi Riyal (SAR) or UAE Dirham (AED).

Amount: Enter the total amount shown on the receipt.

Example: SAR 250.

Description: Add a brief description explaining the purpose of the expense.

Example: Annual design software subscription or Office supplies for the Sales team.

After completing all the required fields, the expense claim will be added to the report. You can continue adding more claims by clicking "Add" before submitting the report for approval.

Submit the Report for Approval

After adding all expense claims, click "Submit for Approval".

The report will be sent to the designated approver for review.

After submission:

• You cannot edit the report while it is pending approval.
• You can withdraw the report before the approver takes action.

Alternatively, click the arrow next to "Submit for Approval" to either "Save as Draft" or "Delete" the report.

Actions Available on the Expense Reports List

The Expense Reports page allows you to review and manage all your reports in one place. The list displays important information such as the report date and total amount.

Available actions include:

Search: Enter a keyword, such as part of the description or an amount, to quickly find a report.

All Time: Filter reports by selecting a specific date range.

Export: Click the three-dot menu in the upper-left corner of the list, then choose Export to Excel or Export to CSV.