KaryaFlowWhere did the receipt go?
Photos and amounts can disappear in a long message thread before anyone reviews them.
TECHNICIAN EXPENSE MANAGEMENT SOFTWARE
Track field expenses without chasing receipts.
Let technicians record expenses on the go and give your office one place to review claims and follow their status.
For service teams that work across customer sites.
EXAMPLE MONTHLY STATUSAll expenses settledClaims marked paid after office review
PLANNED FEATUREAutomatic auditing is done in a few clicks
THE EVERYDAY GAP
When expenses stay in chats, the office loses the context.
Which visit was it for?
The office has to ask who spent the money and whether it belongs to a particular job.
Has it been paid?
A submitted claim, an approved claim and a paid claim are three different things.
Give each expense a place, from the technician’s phone to the office dashboard.
FROM THE FIELD TO THE OFFICE
How does KaryaFlow track a technician expense?
Follow one fictional travel claim from Aarav’s phone to office review.
Record the expense
Aarav adds ₹450 for travel while the visit is fresh in mind.
Add the context
He links AC service visit #KF-1042 and attaches a receipt photo.
Review in the office
The claim arrives with the employee, job, category and amount together.
Follow its status
The team can distinguish waiting, approved and paid claims.
ON THE TECHNICIAN’S PHONE
Record expenses while the details are fresh.
Technicians can choose a category, add the expense details and attach a photo when needed. If the expense belongs to a job, they can link it before submitting.
- Date, category and description in one form
- Optional job link and supporting photos
- Fuel, Food, Travel, Parts and Other categories
9:41●●● ▰
‹New expense
AMOUNT₹450
Date7 Nov 2026
Link to a job · optionalAC service visit · #KF-1042
Category
FuelFoodTravelPartsOther
DescriptionTravel to customer site
Photos · optional1 receipt photo
LINK TO A JOB · OPTIONAL
Search assigned jobs
AC service visit #KF-1042
Not linked to a job
KaryaFlow technician travel claim linked to a service job with a receipt photo (sample data)
OFFICE REVIEW
Give the office the context to review each claim.
See the employee, expense category, job, amount, attachment and status together, so the team can review claims without searching through chats.
KaryaFlow / ExpensesKF
OFFICE VIEW
7 Nov 2026 Expenses
See the claims your field team has submitted.
Pending₹1,0502 claims to review
Approved₹680Awaiting payment
Paid₹2,400Recorded as paid
| Date / employee | Job | Category | Amount | Photo | Paid via | Status |
|---|---|---|---|---|---|---|
| 7 NovAarav Sharma | AC service · #KF-1042 | Travel | ₹450 | 1 | — | Pending |
| 6 NovNisha Patel | — | Food | ₹180 | — | — | Approved |
| 5 NovRavi Kumar | RO visit · #KF-1038 | Fuel | ₹320 | 1 | UPI | Paid |
SELECTED CLAIMAarav Sharma · Travel · ₹450AC service visit #KF-1042 · 1 receipt photo · Pending
KaryaFlow office expense review showing pending, approved and paid claims (sample data)
CLAIM STATUS
Know what is waiting, approved or paid.
The app calls a new claim “Waiting”; the office view calls it “Pending.” Both mean it is awaiting review.
Waiting / Pending₹450 travel claim submittedAarav Sharma · #KF-1042
ApprovedAccepted for paymentApproval is not payment.
PaidRecorded as paid outPaid Via records the method used.
UPI and Salary are examples of recorded “Paid Via” methods in the office view. KaryaFlow does not automatically transfer money when a claim is approved.
FUEL & TRAVEL
Bring travel and fuel expenses into the same view.
The Fuel category gives field spending its own place beside travel, food, parts and other claims. The mobile app also shows a fuel-tracking activity with a visible “Stop & finish” control.
Ask us to demonstrate the full fuel flow for your team’s vehicles and expense policy.
Fuel tracking in progress
Started at42,180 km
Supporting photo Odometer photo
KaryaFlow fuel tracking entry with an odometer reading and supporting photo (sample data)
FIELD EXPENSES
1–7 Nov 2026 Expense overview
Total spent₹3,080
Approved₹680
Pending₹1,050
By category
Travel Fuel Parts Food
Daily spending
1 Nov4 Nov7 Nov
KaryaFlow expense overview showing spending by claim status, category and day (sample data)
EXPENSE OVERVIEW
See where field expenses are going.
Review total spending, pending and approved amounts, categories and daily activity for a selected date range. This makes the expense conversation more specific than a pile of receipts.
The dashboard shown here uses fictional figures to explain the view.
CONNECTED WORK
An expense can carry its job context without becoming a customer bill.
Expense claims and customer payments are separate records. These guides show where the related work happens.
Technician mobile appRecord field work and expenses from a phone.Explore the mobile app Work ordersKeep customer visits and their job details in view.See work orders Expenses, parts and paymentsRead how these records fit into a service visit.Read the guide
More on the office workflow: inventory and expense tracking for field service teams.
COMMON QUESTIONS
Questions about technician expense tracking
Can technicians record expenses from their phones?
Yes. Technicians can submit an expense in the KaryaFlow mobile app with its date, category and description. The example on this page shows a travel claim.
Can they link an expense to a job?
Yes. A technician can choose a job when the expense belongs to a specific visit. The job link is optional, so an expense can also be submitted without one.
Can they add photos to an expense?
Yes. The expense form lets technicians add supporting photos when needed, such as a receipt photo.
What is the difference between pending, approved and paid?
Waiting on the mobile app and Pending in the office both mean the claim awaits review. Approved means the claim has been accepted and is awaiting payment. Paid records that it has been paid out. Approval alone does not pay the technician.
Can the office see expenses by employee, category or job?
The office expense view shows the employee, category and linked job together with the amount and status. The page's example table illustrates these fields with fictional data.
Can the team track fuel-related expenses?
Yes. Technicians can use the Fuel category. The app also shows a fuel-tracking flow with a Stop & finish control; ask for a demo if your team needs to check the full flow.
SEE THE WORKFLOW
Keep field expenses organised from the start.
See how technicians and office teams can record, review and follow expenses in KaryaFlow.