Tab & Shift Expenses: App Guide
Tab & Shift Engineering Ltd. · One page for each role: requester, approver and admin
| For | Prepared by | Date | Status |
|---|---|---|---|
| Everyone at Tab & Shift Owner: Priya Shah, Finance | Floor 16 Technologies | Nov 16, 2026 | v1.0 · Issued |
How a claim moves
Expense claims now live in SharePoint, in the Expenses app on the Tab & Shift Hub and in Teams. No more forms by email, and nothing is typed twice.
| The rules the app applies for you | Detail |
|---|---|
| Receipts | Required for any line over $25. Lost one? Tick Lost receipt and say why. |
| Mileage | Enter the miles. The amount fills itself at $0.70 a mile. |
| Approval | Your manager approves every claim. Claims over $500 also go to your director. |
| Payment | Approved by Wednesday at 5 PM, paid in the following Friday's run. |
| Your own claim | Nobody approves their own claim. It goes to your manager automatically. |
You submit a claim
For everyone at Tab & Shift. About three minutes a claim.
- Open Expenses.
From the Tab & Shift Hub menu, or the Expenses tab in your division's Teams channel. On your phone, use the same tab in the Teams app.
- Press New claim and give it a name.
One you will recognize later, such as "Highway 9 site visits, October".
- Add a line for each expense.
Date, category and amount. If a client pays for it, pick the project, so it can be billed. Take a photo of the receipt or attach the PDF.
- For mileage, choose Mileage.
Enter the miles and where you went. The amount is worked out for you.
- Check the total and press Submit.
Your manager gets a Teams message straight away.
- Follow it in My claims.
Draft, Submitted, Approved, Paid. If it comes back as Returned, the reason is at the top. Fix the line and submit again.
| Date | Category | Project | Amount | |
|---|---|---|---|---|
| Oct 6 | Mileage, 84 mi | P-2214 | $58.80 | |
| Oct 6 | Meals | P-2214 | $31.40 | |
| Oct 9 | Parking | None | $18.00 | |
| Total | $108.20 | |||
| Claim | Total | Status |
|---|---|---|
| Highway 9 site visits, October | $108.20 | Submitted |
| Calibration course, Denver | $1,240.00 | Returned |
| Pump station visits, September | $212.60 | Paid |
Returned: "The flight line has the booking page, not the receipt. Attach it or tick Lost receipt." Marcus Chen
Good to knowSpent in another currency? Enter it as charged and pick the currency; Finance applies the card's rate. A claim can hold a month of expenses, but claims older than 60 days need your director's approval as well.
You approve claims for your team
For managers and division leads, and directors for claims over $500.
- A Teams message tells you a claim needs you.
It links straight to the claim. Nothing arrives by email.
- Open the To approve view.
In Expenses, under Approvals. The oldest claim is at the top.
- Check each line against its receipt.
Select a line and its receipt opens beside it. Lines billed to a client show the project.
- Approve, or Return with a reason.
A claim is approved or returned whole. If one line is wrong, return it and say which. The reason goes to the requester in Teams.
- Over $500, it moves on by itself.
Once you approve, it goes to the director. There is nothing to forward.
- Away? Set a delegate.
In Settings, choose My delegate and the dates. Claims go to them while you are out, and come back to you after.
| Date | Line | Amount |
|---|---|---|
| Sep 29 | Course fee | $650.00 |
| Sep 30 | Hotel, 2 nights | $410.00 |
| Sep 30 | Flight | $156.00 |
| Oct 1 | Meals | $24.00 |
| Total · goes to the director next | $1,240.00 | |
2 nights · Sep 29 to Oct 1
Room 2 × $185.00
Tax $40.00
TOTAL $410.00
Good to knowClaims waiting more than three working days get a reminder. After five, Finance is copied so payment day is not missed. You can approve from your phone in the Teams app.
You keep the rules and run the payment
For Finance: Priya Shah and Tom Becker. About twenty minutes every Thursday.
- Thursday: open Ready to export.
Every claim fully approved since the last run, with flagged lines at the top: lost receipts, other currencies and anything over policy.
- Clear the flags.
Correct a GL code or a currency amount where needed. Return a claim to its requester if it cannot be fixed here.
- Press Export.
The app builds the import file for the accounting system with GL codes, projects and tax. The claims move to Exported.
- Import the file into accounting.
Payment goes out in Friday's run, as before.
- After the run, press Mark paid.
Each requester gets a Teams message that the claim is paid.
- Change a rule in Settings.
Categories and GL codes, the mileage rate, the receipt limit and the approval limits. Approvers come from each person's manager in the staff directory; if one is wrong, fix it there and the app follows.
| Claim | Flag | Total |
|---|---|---|
| Okafor · Denver course | Lost receipt | $1,240 |
| Rossi · Client dinner | Over policy | $386 |
| Brooks · Vendor visit | $214 | |
| 20 more, no flags | $4,640 |
| Category | GL code | Limit |
|---|---|---|
| Mileage | 6110 | $0.70/mi |
| Meals | 6120 | $75/day |
| Hotel | 6130 | $250/night |
| Training | 6410 | None |
Month endThe Reports view shows spend by category, project and division, and every claim waiting more than ten days. Billable lines are already tagged with their project for invoicing.
Who to ask
| If you need | Ask |
|---|---|
| A category, a limit or a payment question | Finance, through the Expenses tab in Teams |
| Access, or the app will not open | Tab & Shift's IT provider, through the usual help desk |
| Something in the app is not working | The Help link in the app. It reaches Floor 16 with the claim attached |