What is the difference between a purchase request and a reimbursement?

A purchase request is filed before spending so you can approve it, while a reimbursement is filed after the employee paid from their own pocket. A receipt is mandatory for reimbursement and optional for a purchase request, and a reimbursement date cannot be in the future.

What happens if the employee edits a request after approval?

A new revision is created and sent for review again. The previous revision stays saved with its receipt and approval, and the approval is not carried over to the new revision.

Does the system pay the employee?

No, it neither pays nor transfers. You record the payment after paying your own way, with the transfer reference and date.

Who can approve requests?

The owner or anyone with the finance role. A finance user does not review their own request, and only the owner can approve their own.

Can an employee withdraw a request?

Yes, the employee can withdraw it while it is still Awaiting review. After approval, the owner or finance role can cancel it, and once paid can reverse it, each with a stated reason.

How do I see the total of expenses?

The page shows Totals by currency and status, so you can see, for example, what is approved and what is paid in each currency. Only current revisions are counted and currencies are never added together.

Last updated 2026-10-04

Expenses and requests: receipts and a clear approval chain

Expenses and requests in the office suite is a flow where an employee submits a purchase request or a reimbursement with its receipt, and the owner or finance role reviews, approves and logs the payment. A receipt is capped at 5 MB. The system documents payment and never moves money. It is an add-on you choose at sign-up.

SAR 15 / employee / month (minimum 149)

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What is it?

Every expense in your office is recorded as a request with a type, category, description, date, currency and amount. A request moves through the states Awaiting review, Approved, Payment recorded, Rejected, Cancelled and Reversed. Every edit creates a new revision without erasing the previous one.

Who is it for?

An office whose agents pay for advertising, photography or transport themselves and then ask to be reimbursed.
An owner who wants to approve a purchase request before any money is spent.
A finance role that needs an attached receipt and a transfer reference for every amount paid.
An office that wants expense totals by currency and status without adding figures by hand.

What problem does it solve?

Reimbursement requests arrive on WhatsApp as scattered receipt photos that are hard to match to an amount.
The employee cannot tell whether a request was approved, paid or rejected, and why.
Resubmitting a request after editing it erases what was said the first time.
The owner finds out about an expense after it was spent, not before.

How it works, step by step

Switch on the office suite at sign-up and open Expenses and requests from your dashboard.
The employee presses New request and picks the request type: Purchase request or Reimbursement.
They enter the category, date in Riyadh time, currency, amount and description, and attach the receipt, which is mandatory for reimbursement and optional for a purchase request.
The request shows as Awaiting review, and the owner sees it in the Today view.
The owner or finance role reviews it, then chooses Approve request or Reject with a written reason.
After paying outside the system, you record the Payment with its transfer reference and date.
If a change is needed, the employee chooses Edit and resubmit, which creates a new revision for review while the previous one keeps its receipt and approval.
Review Totals by currency and status and download a CSV statement when needed.
Open the Request history to see who decided what and when.

What is included

Two request types: purchase request and reimbursement.
A PDF, JPEG or PNG receipt, mandatory for reimbursement.
Five currencies: SAR, USD, EUR, KWD and JPY.
Successive revisions per request, with the previous revision kept.
Approve, reject, cancel, pay and reverse, each with a written reason or reference.
Totals by currency and status, a CSV statement and a history for every request.

Limits and fair use

A receipt is capped at 5 MB and must be PDF, JPEG or PNG.
Recording a payment documents an action taken outside the system and moves no money.
Totals never add different currencies together and count current revisions only.
A finance role cannot approve its own request; that belongs to the owner alone.
An employee sees only their own requests, while all office requests belong to the owner and finance.
The system does not calculate taxes and does not connect to a bank account or an accounting program.

Price and what others bill you

Item	Price	Billed by
Office suite	SAR 15 / employee / month (minimum 149)	EvaCore
Employee commissions + Expenses, requests and approvalsinstead of the bundle	SAR 8 / employee / month	EvaCore

Annual billing is ten months' money for twelve months of service. Pricing

Frequently asked questions

What is the difference between a purchase request and a reimbursement?: A purchase request is filed before spending so you can approve it, while a reimbursement is filed after the employee paid from their own pocket. A receipt is mandatory for reimbursement and optional for a purchase request, and a reimbursement date cannot be in the future.
What happens if the employee edits a request after approval?: A new revision is created and sent for review again. The previous revision stays saved with its receipt and approval, and the approval is not carried over to the new revision.
Does the system pay the employee?: No, it neither pays nor transfers. You record the payment after paying your own way, with the transfer reference and date.
Who can approve requests?: The owner or anyone with the finance role. A finance user does not review their own request, and only the owner can approve their own.
Can an employee withdraw a request?: Yes, the employee can withdraw it while it is still Awaiting review. After approval, the owner or finance role can cancel it, and once paid can reverse it, each with a stated reason.
How do I see the total of expenses?: The page shows Totals by currency and status, so you can see, for example, what is approved and what is paid in each currency. Only current revisions are counted and currencies are never added together.

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