Expense Claim Monthly Flow
You can submit a batch application for a monthly expenses payment. The Process starts automatically in the morning of the 1st of every month, and allocates the [1. Input Expense/ Claim] Step to all employees. Employees must input and save expenses data each time they make a request, and submit the claim at the end of the month when all input is completed. After approval by the supervisor and accounting department, an Expense Reimbursement claim PDF is automatically generated, to which receipts must be attached for submission.
BPMN Nodes
  • 2 1. Input Expense/ Claim An employee enters the details of out-of-pocket expenses each time it is incurred and saves/suspends. The claim is submitted by completing the Step at the end of the month.
  • 5 1a. Correction and reclaim The claimant corrects and resubmits.
  • 7 1b. Correction and reclaim The claimant corrects and resubmits.
  • 4 2. Supervisor’s Approval The claimant’s boss confirms the content of the expense and returns any deficiencies.
  • 6 3. Accounting’s Approval The person in charge selects the base PDF to be output according to the number of claimed items.
  • 13 4. Print out & Attach Receipt The claimant prints out the generated PDF and submits it to the accounting section.
  • 14 5. Trail Storage The person in charge preserves the audit trail.
  • 8 PDF Generation dual-sheets The system generates a PDF file by inserting the input values of the Details (Table-type).
  • 9 PDF Generation triple-sheets The system generates a PDF file by inserting the input values of the Details (Table-type).
  • 16 x1a. PDF Generation single-sheet The system generates a PDF file by inserting the input values of the Details (Table-type).
Workflow Diagram (click to open)
Variables (click to open)
  • File Name q_File 0: Expense-#{processInstanceId}-#{processInstanceInitQuserName}.pdf
  • PDF q_PDF 1: Automatically set at x1.
  • Label-T1 q_T1 3: Paid Date
  • Label-T2 q_T2 4: Category
  • Label-T3 q_T3 5: Description
  • Label-T4 q_T4 6: Payee
  • Label-T5 q_T5 7: Amount
  • Label-T6 q_T6 8: Remarks
  • Label-DocTitle q_Title 9: Expense Reimbursement Claim
  • Label-DocId q_ID 10: Claim ID
  • Label-L1 q_L1 11: Period:
  • Label-L2 q_L2 12: Affiliation:
  • Label-L3 q_L3 13: Claimant:
  • Label-L4 q_L4 14: Claimed on:
  • Label-R1 q_R1 15: Total:
  • Label-R2 q_R2 16: Approver:
  • Label-R3 q_R3 17: Approved on:
  • Label-R4 q_R4 18: Accounting Confirmation:
  • = Claim = 19:
  • Details q_Details 2:
  • Document ID q_Document 20: #{#format(processInstanceStartDatetime, ‘yyyyMM’)}-#{#sformat(‘%05d’, processInstanceId)}
  • Period q_Period 21: #{#format(processInstanceStartDatetime, ‘yyyy-MM’)}
  • Division q_Division 33:
  • Claimant q_Claimant 23: ${processInstance.initQuserId}
  • Claimed on q_Claimed 24:
  • Total q_Total 25:
  • Approver q_Approver 26:
  • Checked on q_Checked 27:
  • Accounting Confirmed q_Accounting 28:
  • Receipts in Image (Provisional) q_Receipts 29:
  • Deadline q_Deadline 30: processInstanceStartDatetime.getLastTimeInMonth().addDays(5)
  • Comments 31:
  • Correspondence q_Correspondence 32:



Only available for Professional edition.


  • You need to associate the Swimlane settings according to your organizational structure upon import

Arrangement Tips

  • The included base PDF has a table with 6 columns and 150 rows
  • It can be used for various purposes by changing the Labels
    • The insertion location is fixed according to the field names

See also