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Ecofyx / Templates / Expenses, reimbursements and approvals
Ready-to-use application

Expenses, reimbursements and approvals

Organize requests, approvals, payments and receipts without turning Ecofyx into an accounting system.

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What this template is designed to organize

Organize requests, approvals, payments and receipts without turning Ecofyx into an accounting system.

Operational area

Expenses and approvals

Connected structure

4 forms connected to the same Ecofyx operation and record history.

Template profile

Ready-to-use application

What comes with this template

Add this template to an Ecofyx operation to keep its forms, records and results together.

Included form 1 · 8 visible fields

Reimbursement request

Key fields:

  • Photo of primary receipt
  • Requester
  • Cost center or area
  • Expense category
  • Requested amount
  • Reason and connection to the activity
  • Payment method used
Included form 2 · 7 visible fields

Expense approval

Key fields:

  • Requester
  • Cost center
  • Expense type
  • Submitted amount
  • Budget availability
  • Checks performed
  • Decision
Included form 3 · 7 visible fields

Payment request

Key fields:

  • Supplier or payee
  • Invoice or reference
  • Category
  • Cost center
  • Due date
  • Requested amount
  • Description and justification
Included form 4 · 8 visible fields

Payment confirmation

Key fields:

  • Photo of payment confirmation
  • Request, supplier or payee
  • Invoice, bill or document
  • Due date
  • Expected amount
  • Amount actually paid
  • Payment method

How this template organizes the routine

Organize requests, approvals, payments and receipts without turning Ecofyx into an accounting system. The structure centralizes records, reduces parallel controls and keeps follow-up in the same operational context.

Information capture

Use the included forms to collect the information needed for this routine.

Operational view

Operational table on desktop and equivalent cards on mobile, with record history and row-level actions.

History and results

Review previous records, follow progress and view results in the same operation.

Dashboard and operational follow-up

Review the records, filters and indicators available to follow this routine.

Expenses, reimbursements and approvals

Operational table on desktop and equivalent cards on mobile, with record history and row-level actions.

Record typeFinancial request
Primary fieldRequest ID

Available filters

StatusFinancial requestOwner

Visible dashboard columns

  • Request
  • Requester
  • Amount
  • Status
  • Date
  • Owner

Headline metrics

Use these indicators to follow activity, progress and items that need attention.

Requests this month
Amount requested
Approvals this month
Payment requests

Available actions

Open the relevant form or take the next step from the dashboard. Available actions depend on the record and your access.

  • Submit reimbursement request
  • Record approval
  • Request payment
  • Record proof of payment
  • Update reimbursement
  • Update payment request

Attention points

Check these alerts to identify records that may need follow-up.

  • Rejected expense
  • Overdue payment

Operational workflow

Review the available statuses and the actions that move a record from one status to another.

Payment request workflow

Requested→Pending approval→Approved→Scheduled→Paid→Rejected→Cancelled
  • Submit for approvalRequested → Pending approval
  • Approve paymentPending approval → Approved
  • Reject paymentPending approval → Rejected
  • Schedule paymentApproved → Scheduled
  • Confirm paymentScheduled → Paid

What you can customize

Use the ready structure as a starting point and adjust the elements that are safe to edit for your operation.

Fields and options

Adjust labels, required answers, alternatives and safe extra fields according to the real need.

Identity and access

Configure the operation name, description, team and permissions. Public-page identity can be adjusted when the template includes that resource.

Use and follow-up

Use dashboards, history, filters and exports according to the resources enabled for the template.

Questions about this template

Review the most common questions before using this structure.

What is the Expenses, reimbursements and approvals template for?

Organize requests, approvals, payments and receipts without turning Ecofyx into an accounting system.

Which forms are included in this template?

Reimbursement request, Expense approval, Payment request, Payment confirmation.

How are records organized in Ecofyx?

Data is organized in the Expenses, reimbursements and approvals dashboard, with an operational list, history and follow-up tools adapted for desktop and mobile.

Does this template include a public page?

The flow is internal; external participation uses an invitation or a restricted link.

Can I customize this template for my organization?

Yes. You can install the ready structure and adjust the elements that are safe to edit. Protected templates keep their main fields and rules; the available customization options are listed in their settings.

Start with Expenses, reimbursements and approvals

Ecofyx will take you through the standard flow to choose or create the operation where this template will be used.

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