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Odoo Expenses Module Tutorial#

Tutorial Objectives#

By the end of this tutorial, you'll be able to:

  • Navigate the Expenses module

  • Create and submit expenses

  • Understand the expense workflow

  • Manage expense reports

Part 1: Getting Started#

Step 1: Access the Expenses Module#

  1. Click on the "Expenses" menu in the left sidebar
  2. Observe the top navigation:
  3. Expenses
  4. My Expenses
  5. Expense Reports
  6. Reporting
  7. Configuration Expenses

Step 2: Explore the My Expenses View#

  • Notice the key buttons:
  • New: Create a new expense
  • Scan: Scan a receipt
  • Create Report: Compile multiple expenses

Part 2: Creating an Expense#

Step 3: Create a New Expense#

  1. Click the "New" button Expenses

  2. Fill out the expense details:

  3. Description: "Lunch"
  4. Category: [FOOD] Meals
  5. Total: $500.00
  6. Expense Date: 05/12/2025
  7. Account: 600000 Expenses

Step 4: Configure Expense Details#

  • Paid By Options:
  • ⭕ Employee (to reimburse)
  • ⭕ Company
  • Choose "Employee (to reimburse)" Expenses

Step 5: Additional Options#

  • Attach Receipt: Click to upload lunch receipt
  • Split Expense: Use if expense needs to be divided
  • Notes: Add any additional context (optional)

Part 3: Expense Submission Workflow#

Step 6: Navigate Submission Stages#

Observe the submission workflow: 1. To Report 2. To Submit 3. Submitted 4. Approved 5. Posted 6. Done

Step 7: Submit Expense#

  1. Click "Submit to Manager" Expenses

  2. Review expense summary

  3. Confirm submission

Part 4: Tracking Expenses#

Understanding Expense Statuses#

Expenses

  • To Submit: Expense ready for submission
  • To Report: Needs a report to be created
  • Done: Completed expense approval

For Managers: Reviewing Expenses#

Expense Approval Workflow#

Navigate to "Expense Reports"

Review pending expenses Expenses

Options:

Approve: Accept the expense

Refuse: Return to employee with comments Expenses

Setting Up Approval Rules#

Configure multi-level approvals

Set expense limit thresholds

Create department-specific policies

Reporting and Analysis#

Generating Expense Reports#

Go to "Reporting" section Expenses

Explore report types:

Individual Expense Analysis

Pro Tips#

🔥 Power User Tips

  • Always attach receipts

  • Be precise with descriptions

  • Submit expenses promptly

  • Use appropriate expense categories

  • Double-check amounts before submission

Common Challenges & Solutions#

Scenario 1: Receipt Upload Issues#

  • Ensure receipt is:
  • Clear and legible
  • Standard format (PDF, JPG, PNG)
  • Under 10MB
  • Try different browsers if upload fails

Scenario 2: Expense Rejection#

  • Review manager's comments
  • Correct any inconsistencies
  • Resubmit with additional details

Conclusion#

Congratulations! You've completed the Odoo Expenses Module tutorial. Practice makes perfect – keep exploring and you'll become an expenses management pro!

Pro Tip: The more you use the system, the more comfortable you'll become!