Expenses · Payroll Management

Manage expenses
the easy way

Submit a claim, get reimbursed — all without a spreadsheet in sight. Avidia Expenses handles multi-currency claims, policy enforcement, and approval workflows across Africa & MENA.

Schedule a Demo → See pricing

80%

Faster reimbursements

95%

Policy compliance

60%

Less manual processing

Receipt capture

Snap, submit, done

Policy enforcement

Automatic limit checks

Connected to Payroll

Direct reimbursement in pay run

Expense Capture

Submit expenses from anywhere, in seconds

From receipt photo to submitted claim in seconds. Avidia handles the data entry, currency conversion, and policy checks automatically.

Amina Diallo

Finance Manager · Dubai Business Trip

Pending

Flight · EK 512

Dubai ↔ Cairo · 21 Apr 2026

AED 1,200

Receipt ✓

Hotel · 2 nights

JW Marriott, Dubai · Apr 21–23

AED 980

Receipt ✓

Client Dinner

Nobu Dubai · 22 Apr 2026

AED 340

Receipt ✓

Taxi · Airport transfer

DXB Airport → Hotel

AED 85

Receipt ✓

Total Claim AED 2,605

Receipt capture — employees snap a photo of any receipt and Avidia's OCR engine automatically extracts the merchant, date, amount, and currency — no manual typing.
Multi-currency — submit claims in any currency. Avidia automatically converts to the company's base currency using live exchange rates at the time of submission.
Expense categories — classify every line item against a configurable category tree and assign to the correct project or department automatically.
Real-time policy checks — per-category spending limits and per-diem rules are enforced at submission — employees are warned before they exceed policy, not after.

Approval Workflow

Configurable approvals, without the bottlenecks

Route claims through the right approvers every time, with no manual chasing and no claims getting lost in inboxes.

Multi-level approval chains — define approval routing by amount threshold, department, or expense category. Route small claims directly to finance; escalate large ones through management first.
Auto-escalation rules — if an approver doesn't act within the configured window, the claim is automatically escalated to the next person in the chain — no claims get stuck.
Policy violation flagging — claims that breach limits are automatically flagged with the specific rule violated, giving approvers the context to accept with justification or reject.
Full audit trail — every approval action, comment, and decision is timestamped and stored — giving finance and compliance teams a complete, exportable history.

Dubai Business Trip

Amina Diallo · Submitted 23 Apr

AED 2,605

Approval Progress

Submitted by employee Apr 23 · 09:14

Line manager approved Apr 23 · 11:30

Finance review In progress

Reimbursement scheduled Pending

All items within policy limits

Payroll Integration

Reimbursements that flow directly into payroll

Approved expenses flow straight into payroll — employees get reimbursed on time, every time, with no finance team overhead.

Claims

Approved

Pending

Approved for this payroll run

Amina Diallo

Dubai Trip · 4 items

AED 2,605

Kofi Asante

Client visits · 6 items

AED 1,140

Nadia Benali

Conference · 3 items

AED 870

Omar Mansour

Office supplies · 2 items

AED 430

Synced to April Payroll Run

AED 5,045

Auto-sync to payroll — approved expense claims are automatically pushed to the next payroll run. No manual CSV uploads, no reconciliation spreadsheets, no re-entry.
Pay in payslip or separately — choose to reimburse through the regular payslip or trigger a standalone transfer — configurable per company, department, or claim type.
Spend analytics & budgets — track expense spend by category, department, project, and employee in real time. Set budget alerts before limits are hit, not after.
One-click finance export — export fully reconciled expense data to your accounting system in standard formats — GL-ready, VAT-split, and audit-ready.

FAQ

Expenses — common questions

How do employees submit expense claims?

Employees snap a photo of their receipt in the Avidia mobile app, fill in the amount, category, and description, and submit in under a minute. The receipt is stored digitally — no paper or email chains needed.

Does Avidia support multi-currency expense reimbursements?

Yes. Employees can submit claims in any currency. Avidia converts amounts to your base currency for accounting, and employees are reimbursed in their local currency. Exchange rates can be set manually or pulled automatically.

How does the expense approval workflow work?

Claims route to the relevant approver automatically based on rules you configure — by amount, category, department, or manager level. You can set multi-level approval chains for larger claims.

Can approved expenses feed directly into payroll?

Yes. Once approved, expense reimbursements can be included in the next payroll run automatically — no manual exports needed. Finance teams can also route reimbursements through a separate payment run if preferred.

Is there an audit trail for submitted and approved expenses?

Every claim, approval, rejection, and modification is logged with a timestamp and user. Receipts are stored securely and retrievable at any time — making audits and compliance checks straightforward.

Why Expenses with Avidia

End the expense report
chaos, for good

Avidia Expenses replaces paper receipts, email approvals, and reconciliation spreadsheets with a seamless mobile-first workflow — fully integrated with Payroll, Attendance, and Core HR across Africa & MENA.

Up and running in days

Configure your expense categories, approval chains, and spending policies — and go live in under a week with guided onboarding support.

Fully connected to Payroll

Approved claims sync directly to the payroll run — no exports, no re-entry. Employees are reimbursed on time, every time, with complete traceability.

80%

Faster reimbursements vs. manual expense processes

95%

Policy compliance rate with automated limit enforcement

60%

Reduction in finance team time spent on expense processing

Schedule a Demo Start a free trial

✓ 14-day free trial

✓ No credit card required

✓ Cancel anytime

✓ Dedicated onboarding support

Manage expenses the easy way

Submit expenses from anywhere, in seconds

Configurable approvals, without the bottlenecks

Reimbursements that flow directly into payroll

Expenses — common questions

End the expense report chaos, for good

Up and running in days

Fully connected to Payroll

Manage expenses
the easy way

End the expense report
chaos, for good