The Performance Management Cycle: A Roadmap to Employee Success
                     SharePoint Expense 
Reimbursement and 
Approval list
According to a report by The Business Research Company, the 
global expense tracker apps market is projected to grow from $9.67 
billion in 2024 to $10.93 billion in 2025, at a compound annual 
growth rate (CAGR) of 13.1%. The market is expected to continue 
its rapid growth, reaching $17.75 billion by 2029, driven by factors 
such as the integration with financial ecosystems, the emergence of 
open banking, and expansion into emerging markets 
 
Managing employee expense reimbursements doesn’t have to be a 
challenging. If you’re still relying on manual processes, you’re likely 
facing delays, errors, and compliance headaches. That’s where the 
Expense Reimbursement software powered by Expense Tracker 365
 for Microsoft SharePoint steps in — offering a fully automated, user-
friendly system built to simplify how your team handles expenses. 
Designed specifically for businesses that want to streamline and 
standardize employee expense tracking, this template allows 
employees to submit itemized expense reports, monitor approval 
status, and receive reimbursements — all within your existing 
SharePoint platform. 
Whether it’s for business travel, client meetings, team lunches, or 
office purchases, Expense Tracker 365 makes the process 
seamless. Submissions trigger automated approval workflows that 
alert the right managers, keeping things moving without constant 
follow-ups. And because it’s built to work natively with SharePoint, 
you get a secure, transparent, and audit-ready system. 
With Expense Tracker 365, you’re not just digitizing 
reimbursements — you’re creating a smarter, faster, and more 
accountable process for your entire organization.  
Key Features of Expense Tracker 365
Expense Tracker 365 is a comprehensive expense management 
solution built to work seamlessly within your SharePoint 
environment. It automates the entire reimbursement lifecycle — 
from submission and approval to compliance and reporting — 
without the need for custom code. 
Expense Submission 
Multi-Line Expense Reporting 
Employees can enter multiple expense items in a single report. 
Each item includes fields for category, date, vendor, amount, and 
supporting notes. 
Pre-Filled Employee Information 
The system automatically pulls basic user details such as name, 
department, and email from their SharePoint profile to reduce 
data entry. 
Customizable Expense Categories 
Administrators can define and color-coded categories such as 
Travel, Meals, Office Supplies, or Client Meetings to reflect 
internal policies. 
Receipt and File Upload 
Users can attach digital copies of receipts, invoices, or 
supporting documents for each line item. 
Recurring Expense Support 
Built-in support for standard recurring expense types like 
mileage, per diem, or monthly allowances. 
Workflow and Automation 
Automated Approval Routing 
Expense reports are automatically routed to the appropriate 
manager or reviewer based on pre-configured approval logic. 
Email Notifications and Reminders 
Automatic email alerts are sent to notify approvers of pending 
actions and to keep submitters informed of status changes. 
Conditional Workflow Paths 
Customize workflows to include additional approvals for high-
value items, specific categories, or business units—without 
writing code. 
Delegated Submissions 
Authorized users can submit expense reports on behalf of 
other employees, ideal for executive assistants or team leads. 
Revision and Resubmission Handling 
If a report is rejected, the employee is notified and can make 
necessary edits and resubmit without starting from scratch. 
Reporting and Analytics 
Interactive Expense Dashboards 
SharePoint-based dashboards provide visual insights into 
spending trends by department, employee, time, or category. 
Advanced Filtering and Data Export 
Generate detailed reports using filters (e.g., department, 
project, date range) and export them to Excel or PDF formats. 
Monthly and Quarterly Summary Reports 
Automatically compile organization-wide or department-
specific summaries for financial reviews and audits. 
Departmental and Project-Level Spend Analysis 
Break down expenses by teams, cost centres, or individual 
projects to support budgeting and forecasting. 
Policy Violation Detection 
Identify and flag non-compliant submissions, such as over-
limit expenses, missing receipts, or invalid categories. 
Validation and Compliance 
Field-Level Validation Rules 
Ensure required fields are filled and appropriate values are 
entered before submission, reducing manual errors. 
Spending Limits and Policy Rules 
Define and enforce spending thresholds based on role, 
category, or business unit. 
Digital Signature Capture 
All approvals are digitally signed and stored securely, enabling 
a verifiable audit trail. 
Activity Audit Logs 
Each action—submission, modification, approval, or rejection
—is time-stamped and logged for full transparency. 
Receipt Verification 
Approvers can review uploaded receipts during the approval 
process for better oversight and accuracy. 
Customization and Integration 
No-Code Configuration 
Modify forms, categories, workflows, and rules using simple 
configuration panels—no developer needed. 
Native SharePoint Integration 
Runs entirely within SharePoint Online or on-premises, with no 
need for external platforms or third-party tools. 
Role-Based Access Control 
Control who can submit, view, approve, or report on expenses 
through SharePoint permission settings. 
Mobile-Responsive Design 
Users can access the system from desktop or mobile browsers 
for submitting and reviewing reports on the go. 
Custom Branding Options 
Adapt form layouts, labels, and visual styles to match your 
organization’s look and feel. 
Benefits of Using Expense Tracker 365 
• Fully automated, end-to-end expense management 
• Built for SharePoint with native integration 
• Reduces processing time and human errors 
• Ensures policy compliance and audit readiness 
• Easy to scale across departments and business units 
• No need for custom code or third-party add-ons 
Expense Tracker 365 — Why is it Best for SharePoint Users
This expense reimbursement template is a fully functional 
example of what can be achieved using Expense Tracker 365, a 
powerful expense management solution designed exclusively for 
Microsoft SharePoint. Built to streamline business expense 
reporting, the template enables HR, finance, or operations teams 
to automate the submission, approval, and reimbursement 
process — all without relying on developers or IT teams. 
Core Components of the Solution 
The following capabilities of Expense Tracker 365 are used 
in this solution: 
Associated Items Support 
Allows employees to submit multiple expense entries under a 
single report, with each item tracked individually by type, amount, 
date, and vendor. 
Workflow Automation 
Automatically updates approval status, routes requests to the 
right managers, and handles conditional logic — such as 
flagging high-value reports for finance review. 
Email Notifications and Alerts 
Keeps submitters, reviewers, and finance teams informed at 
each step through real-time notifications and reminders. 
Digital Signatures 
Captures electronic approvals to maintain a verifiable audit trail 
for compliance and accountability. 
Field-Level Permissions 
Sensitive fields (e.g., budget allocations, internal notes) can be 
hidden or restricted based on user roles, ensuring data 
confidentiality. 
Dynamic Validation Rules 
Automatically calculate totals, flag over-limit submissions, or 
apply policy checks based on the report’s content. 
Color-Coded Categories 
Visually differentiate expense types or approval statuses using 
custom colour labels for quick scanning and reporting. 
All of this is done through configuration — with no 
custom code required — giving business users full 
control over setup, updates, and policy changes. 
Built for Microsoft SharePoint and Microsoft 365
Expense Tracker 365 is designed to work natively within 
Microsoft SharePoint, ensuring seamless integration with the 
tools your organization already uses. Whether your 
environment runs on SharePoint Online (Microsoft 365) or an 
on-premises SharePoint deployment, the solution leverages 
existing permissions, user roles, and document libraries. 
In cloud-based implementations, the system provides 
responsive forms accessible from desktops, tablets, and 
mobile devices. For hybrid or on-prem setups, it enhances the 
capabilities of SharePoint by delivering features like digital 
signatures, item-level workflows, and robust reporting — all 
within the Microsoft ecosystem. 
Real-World Use Cases 
The Expense Tracker 365 template can be tailored for a wide range of 
expense tracking needs: 
Employee Travel Reimbursements 
Submit transportation, hotel, and meal expenses after business travel. 
Client Entertainment 
Record meals, events, or hospitality-related costs associated with 
client meetings or sales efforts. 
Office Purchases 
Log personal purchases for office supplies, team equipment, or project-
related items. 
Team or Department Budgets 
Use category-based filtering to track and report expenses by 
department or cost center for improved budget management. 
Every form submission is logged, approved, and archived 
within SharePoint, providing complete visibility and 
traceability — ideal for audits, internal reviews, and 
compliance with financial reporting standards. 
Why Choose Expense Tracker 365?
Managing business expenses manually often leads to lost 
paperwork, delayed approvals, and inconsistent enforcement 
of policies. Expense Tracker 365 eliminates these issues by 
digitizing the entire reimbursement process within your 
SharePoint environment. 
The combination of a robust approval engine, audit-ready 
recordkeeping, and code-free configurability gives your team 
full control — from finance and HR to operations. Whether 
you’re a growing business or a large enterprise with strict 
compliance needs, this solution offers the flexibility to adapt 
to your structure, approval flow, and budget policies. 
You can launch the solution right away or customize it with a 
few clicks to reflect your organization’s branding, workflow, 
and approval hierarchy. There’s no development overhead and 
no long-term IT dependency — just a practical, scalable 
solution that works within the SharePoint framework you 
already trust.