SharePoint Expense Reimbursement and Approval list and Software

May 27, 2025
7:19 pm

7 min read

According to a report by The Business Research Company, the global expense tracker apps market is projected to grow from $9.67 billion in 2024 to $10.93 billion in 2025, at a compound annual growth rate (CAGR) of 13.1%. The market is expected to continue its rapid growth, reaching $17.75 billion by 2029, driven by factors such as the integration with financial ecosystems, the emergence of open banking, and expansion into emerging markets

Managing employee expense reimbursements doesn’t have to be a challenging. If you’re still relying on manual processes, you’re likely facing delays, errors, and compliance headaches. That’s where the Expense Reimbursement software powered by Expense Tracker 365 for Microsoft SharePoint steps in — offering a fully automated, user-friendly system built to simplify how your team handles expenses.

Designed specifically for businesses that want to streamline and standardize employee expense tracking, this template allows employees to submit itemized expense reports, monitor approval status, and receive reimbursements — all within your existing SharePoint platform.

Whether it’s for business travel, client meetings, team lunches, or office purchases, Expense Tracker 365 makes the process seamless. Submissions trigger automated approval workflows that alert the right managers, keeping things moving without constant follow-ups. And because it’s built to work natively with SharePoint, you get a secure, transparent, and audit-ready system.

With Expense Tracker 365, you’re not just digitizing reimbursements — you’re creating a smarter, faster, and more accountable process for your entire organization.

Key Features of Expense Tracker 365

Expense Tracker 365 is a comprehensive expense management solution built to work seamlessly within your SharePoint environment. It automates the entire reimbursement lifecycle — from submission and approval to compliance and reporting — without the need for custom code.

Expense Submission

Multi-Line Expense Reporting
Employees can enter multiple expense items in a single report. Each item includes fields for category, date, vendor, amount, and supporting notes.

Pre-Filled Employee Information
The system automatically pulls basic user details such as name, department, and email from their SharePoint profile to reduce data entry.

Customizable Expense Categories
Administrators can define and color-coded categories such as Travel, Meals, Office Supplies, or Client Meetings to reflect internal policies.

Receipt and File Upload
Users can attach digital copies of receipts, invoices, or supporting documents for each line item.

Recurring Expense Support
Built-in support for standard recurring expense types like mileage, per diem, or monthly allowances.

Workflow and Automation

Automated Approval Routing
Expense reports are automatically routed to the appropriate manager or reviewer based on pre-configured approval logic.

Email Notifications and Reminders
Automatic email alerts are sent to notify approvers of pending actions and to keep submitters informed of status changes.

Conditional Workflow Paths
Customize workflows to include additional approvals for high-value items, specific categories, or business units—without writing code.

Delegated Submissions
Authorized users can submit expense reports on behalf of other employees, ideal for executive assistants or team leads.

Revision and Resubmission Handling
If a report is rejected, the employee is notified and can make necessary edits and resubmit without starting from scratch.

Reporting and Analytics

Interactive Expense Dashboards
SharePoint-based dashboards provide visual insights into spending trends by department, employee, time, or category.

Advanced Filtering and Data Export
Generate detailed reports using filters (e.g., department, project, date range) and export them to Excel or PDF formats.

Monthly and Quarterly Summary Reports
Automatically compile organization-wide or department-specific summaries for financial reviews and audits.

Departmental and Project-Level Spend Analysis
Break down expenses by teams, cost centres, or individual projects to support budgeting and forecasting.

Policy Violation Detection
Identify and flag non-compliant submissions, such as over-limit expenses, missing receipts, or invalid categories.

Validation and Compliance

Field-Level Validation Rules
Ensure required fields are filled and appropriate values are entered before submission, reducing manual errors.

Spending Limits and Policy Rules
Define and enforce spending thresholds based on role, category, or business unit.

Digital Signature Capture
All approvals are digitally signed and stored securely, enabling a verifiable audit trail.

Activity Audit Logs
Each action—submission, modification, approval, or rejection—is time-stamped and logged for full transparency.

Receipt Verification
Approvers can review uploaded receipts during the approval process for better oversight and accuracy.

Customization and Integration

No-Code Configuration
Modify forms, categories, workflows, and rules using simple configuration panels—no developer needed.

Native SharePoint Integration
Runs entirely within SharePoint Online or on-premises, with no need for external platforms or third-party tools.

Role-Based Access Control
Control who can submit, view, approve, or report on expenses through SharePoint permission settings.

Mobile-Responsive Design
Users can access the system from desktop or mobile browsers for submitting and reviewing reports on the go.

Custom Branding Options
Adapt form layouts, labels, and visual styles to match your organization’s look and feel.

Benefits of Using Expense Tracker 365

Fully automated, end-to-end expense management

Built for SharePoint with native integration

Reduces processing time and human errors

Ensures policy compliance and audit readiness

Easy to scale across departments and business units

No need for custom code or third-party add-ons

Expense Tracker 365 — Why is it Best for SharePoint Users

This expense reimbursement template is a fully functional example of what can be achieved using Expense Tracker 365, a powerful expense management solution designed exclusively for Microsoft SharePoint. Built to streamline business expense reporting, the template enables HR, finance, or operations teams to automate the submission, approval, and reimbursement process — all without relying on developers or IT teams.

Core Components of the Solution

The following capabilities of Expense Tracker 365 are used in this solution:

Associated Items Support
Allows employees to submit multiple expense entries under a single report, with each item tracked individually by type, amount, date, and vendor.

Workflow Automation
Automatically updates approval status, routes requests to the right managers, and handles conditional logic — such as flagging high-value reports for finance review.

Email Notifications and Alerts
Keeps submitters, reviewers, and finance teams informed at each step through real-time notifications and reminders.

Digital Signatures
Captures electronic approvals to maintain a verifiable audit trail for compliance and accountability.

Field-Level Permissions
Sensitive fields (e.g., budget allocations, internal notes) can be hidden or restricted based on user roles, ensuring data confidentiality.

Dynamic Validation Rules
Automatically calculate totals, flag over-limit submissions, or apply policy checks based on the report’s content.

Color-Coded Categories
Visually differentiate expense types or approval statuses using custom colour labels for quick scanning and reporting.

All of this is done through configuration — with no custom code required — giving business users full control over setup, updates, and policy changes.

Built for Microsoft SharePoint and Microsoft 365

Expense Tracker 365 is designed to work natively within Microsoft SharePoint, ensuring seamless integration with the tools your organization already uses. Whether your environment runs on SharePoint Online (Microsoft 365) or an on-premises SharePoint deployment, the solution leverages existing permissions, user roles, and document libraries.

In cloud-based implementations, the system provides responsive forms accessible from desktops, tablets, and mobile devices. For hybrid or on-prem setups, it enhances the capabilities of SharePoint by delivering features like digital signatures, item-level workflows, and robust reporting — all within the Microsoft ecosystem.

Real-World Use Cases

The Expense Tracker 365 template can be tailored for a wide range of expense tracking needs:

Employee Travel Reimbursements
Submit transportation, hotel, and meal expenses after business travel.

Client Entertainment
Record meals, events, or hospitality-related costs associated with client meetings or sales efforts.

Office Purchases
Log personal purchases for office supplies, team equipment, or project-related items.
Team or Department Budgets
Use category-based filtering to track and report expenses by department or cost center for improved budget management.

Every form submission is logged, approved, and archived within SharePoint, providing complete visibility and traceability — ideal for audits, internal reviews, and compliance with financial reporting standards.

Why Choose Expense Tracker 365?

Managing business expenses manually often leads to lost paperwork, delayed approvals, and inconsistent enforcement of policies. Expense Tracker 365 eliminates these issues by digitizing the entire reimbursement process within your SharePoint environment.

The combination of a robust approval engine, audit-ready recordkeeping, and code-free configurability gives your team full control — from finance and HR to operations. Whether you’re a growing business or a large enterprise with strict compliance needs, this solution offers the flexibility to adapt to your structure, approval flow, and budget policies.

You can launch the solution right away or customize it with a few clicks to reflect your organization’s branding, workflow, and approval hierarchy. There’s no development overhead and no long-term IT dependency — just a practical, scalable solution that works within the SharePoint framework you already trust.

Frequently Asked Questions

What is a SharePoint Expense Reimbursement and Approval List?

A SharePoint Expense Reimbursement and Approval List is a structured SharePoint list designed to capture, track, and manage employee expense claims. It allows users to submit expense details, attach receipts, and route the report for approval — all within your existing Microsoft SharePoint environment.

Can I automate the approval workflow in SharePoint?

Yes. With tools like Expense Tracker 365, you can build automated, no-code workflows that route each expense report to the right manager or finance reviewer. The system can send notifications, trigger conditional approvals, and track every step of the approval process.