Employee
Sees only their own claims.
- Pages
- Home, My claims, Payments, Expense policy
- Can start
- Claim an expense, New claim
My claims
Expense claims & reimbursement portal
An expense reimbursement portal is where employees claim back work spending with the receipt attached and finance approves or rejects each claim with a reason. Finance's home page counts the month's claims and how many are still waiting.
Pattern: RequestsDescribe it to Pory
“Staff should be able to claim expenses with a photo of the receipt, finance approves or rejects each one, and we want to see how many claims come in each month.”
Viewing as
In plain English
How Pory sets it up
Pory gives every employee and finance a sign-in of their own. Each employee sees only their own claims. It covers claim → finance approval. Claims, expense payments, pay dates and finance team live in Pory's own database, so there's no spreadsheet to keep in sync.
What it does
Employees claim expenses with the receipt photo on the claim
Receipts used to arrive as crumpled paper in an envelope, or a blurry photo in a DM captioned "can you process this?". In Pory an employee enters what it was for, the amount, the category and the date, attaches the receipt, and watches the claim move from Submitted to Paid. Finance stops matching photos to spreadsheet rows.
Forms to submit a recordDone by: Employee
Finance approves or rejects each claim with the receipt beside it
Approving a claim meant opening the spreadsheet, finding the receipt in someone's email and writing a separate reply to explain a no. Finance opens the claim in Pory, checks the receipt against the amount, and approves or rejects it with a note on the claim itself. The employee sees the answer and the reason without a follow-up email.
Approve / reject with a reasonDone by: Finance
The month's claim counts sit on finance's home page
Month-end started with someone counting spreadsheet rows to see how many claims were still open. Finance's home page in Pory shows how many claims came in each month, how many are waiting on a decision and how many are approved, and the numbers move as claims do. Nobody tallies anything by hand before the close.
Counts, totals & averagesDone by: Finance
Who sees what in an expense reimbursement portal
Every person signs in to their own view. This is what each role in the demo gets.
Finance
Sees every claim in the portal.
- Pages
- Home, Claims, Payments, Pay dates, Expense policy
- Decides
- Marks claims Approved or Rejected, with a reason
What’s in the expense reimbursement portal template
The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.
Claims
- What for (text)
- Amount ($) (number)
- Category (choice: Travel, Mileage, Meals, Software, Equipment, Other)
- Date spent (date)
- Receipt (file)
- Status (choice: Submitted, Approved, Paid, Returned, Rejected)
- Fix by (date)
- Claimed in (choice: July, August, September)
- Employee (link)
- Finance note (long text)
Expense payments
- Pay run (text)
- Pay date (date)
- Amount ($) (number)
- Status (choice: Scheduled, Paid)
- Claims in it (text)
- Employee (link)
Pay dates
- What (text)
- Date (date)
- Kind (choice: Pay day, Claims cut-off)
- Note (text)
Finance team
- Name (text)
- Role (text)
- Ask about (text)
The parts behind this portal
Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal
Collect
1 partForms
Signed-in or public, with typed fields and file uploads. A form files a record; it doesn't start an email thread.
Decide
1 partApprove / reject with a reason
Decision buttons for whoever may edit the status. Who decided, when, and why stays on the record.
Share
1 partCounts, totals & averages
Live figures over the records a viewer is allowed to see.
Control
3 partsWho sees which records
Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.
Passwordless sign-in
A sign-in link by email, by default. Password sign-in if you'd rather.
Your brand
Your domain, your colors, your logo. Members see you.
Frequently asked questions
An employee signs in with a link sent to their email and lands on Home. They see Home, My claims, Payments and Expense policy, and only the claims that are theirs. From there they can use “Claim an expense” and “New claim”.
Finance decide: they mark each one Approved or Rejected and give a reason. Everyone else sees the decision and the reason on the record, without the buttons to change it.
You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.
More workplace portals
All workplace portalsEmployee onboarding portalTasks, documents, equipmentPTO & leave requests portalSubmit → manager approvalIT help desk portalTicket submit & resolvePerformance reviews portalSelf + manager review cycleApplicant tracking portalApplications & interview stagesTimesheet approval portalSubmit hours → approveOffboarding portalAsset return & access revocationPolicy acknowledgment portalPublish policies & see who hasn't read themVisitor management portalPre-registration & today's visitor list
Build your expense reimbursement portal with Pory
Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited employees.