Gravity Forms
+ Expense Claims & Receipts

Getting money back for work expenses usually means phone photos of receipts in e-mails, conversions done by hand, unclear limits and a finance team that cannot tell which claims were already paid. The Gravity Forms Expense Claims & Receipts add-on runs the whole claim process on your WordPress site.

Claimants fill in an ordinary Gravity Forms form with expense lines: date, category, description, amount, currency and a receipt per line, plus mileage (distance x vehicle rate) and per diem (days x daily rate). Foreign amounts use the fixed rates your organisation sets, and every amount and the total are calculated on the server, so a changed web page cannot change what is claimed. Category rules (limits per line, per day and per claim, receipt required above an amount) warn or block.

Each claim goes to the right approver by user, role or a form field such as the claimant's manager, with an optional second approval above an amount. Approvers decide per claim or per line with comments, or send the claim back; claimants follow and correct their claim through a private signed link. Approved claims are locked, and simultaneous decisions can never both apply. Finance records the reimbursement with a date and reference (a record only; no payment is made), downloads the CSV and a PDF claim report with receipt thumbnails, and sees totals per person, category and month. Protected receipt storage, notification events, merge tags and reminders are included. Everything runs on your own server, with no outside connection. For Gravity Forms 2.9 and newer.

The Expense lines field posts each line's typed values and its receipt. On the server the add-on checks every line, converts other currencies with your fixed rates, multiplies distances and days by your vehicle and per-diem rates, rounds each line once to whole cents and adds them up; whatever the browser sent as a total is ignored. The category rules are applied to the calculated amounts. After Gravity Forms saves the entry, the claim and its lines are stored in the add-on's own tables with the approval route of the form, and the receipts are moved to a protected folder under random names. Each state change (approve, send back, reject, correct and resend, reimburse) is one conditional database update on the claim's state and version, so a second click or a colleague acting at the same moment cannot apply a decision twice, and approved claims stay locked. Claimants use a link signed with a secret key only your site knows. The PDF claim report is drawn on your server with a bundled PDF library. The add-on makes no outside HTTP request beyond the licence and update checks.