Frequently asked questions and the answers to them

General Questions

Every business needs to maintain a healthy cash flow. When organizations don’t know how much cash is going out, it can lead to problems such as cash flow mismanagement and budgetary deficits. Expense management digitises processes, such as expense reporting, payment, and reimbursement, allowing businesses to track employee expenses in real-time. Organizations can track and maintain control over spending, reduce errors and fraud, and base expense policy decisions on complete and accurate data by automating the expense management process.

XPNS, India’s first SaaS-based, do-it-yourself expense management platform, helps small and medium businesses to automate the complete expense processing cycle within less than 30 minutes. Our solution enables businesses to:

  • optimize the cost of processing employee expenses. 
  • set-up operationally lean and efficient processes
  • improve visibility and control to better manage cash flow.

On average small businesses spend a minimum of 15 hours a month processing expense reports, a task that costs the company more than U$5 ( INR 400) per report. XPNS offers a smarter, simpler and cost-efficient alternative to manage spend. 

  • Lower processing costs: XPNS lowers the cost of processing expense reports by moving to an automated approach.
  • Increase compliance: Manually processing expense claims, and employee payments is time-consuming. XPNS helps businesses to stay compliant with tax regulations and accounting standards. All expenses are properly recorded and categorized, making it easier for businesses to comply with regulations and standards.
  • Prevent cash leakages: Controls excessive spending and prevents cash leakages by providing XPNS cards with spend limits to employees.
  • Lower Incidence of fraud: Automatic policy enforcement ensures that unintentional events like duplicate receipts are proactively monitored along with intentional fraud events.
  • Make data-based decisions: Real-time information provides insight into outflows and helps businesses with policy and budgetary decisions.

Businesses can provide XPNS prepaid cards to employees to pay for company expenses. The cards serve as an excellent tool for improving a company’s expense oversight while helping to make payment processes more efficient.

XPNS cards help businesses to:

  • Streamline workflows: Reduce reimbursement overheads and optimise expense workflows.
  • Control expenses: XPNS cards provide greater financial oversight and reduce overspend by employees.
  • Simplify reconciliation: Send transactions, receipts, and other data to your accounting software through integrations.

XPNS automation software is paired with XPNS cards. We recommend businesses opt for the cards for better control over expenses and reduced compliance. overheads. Businesses who want to opt-out can have a discussion with the Zaggle account manager.

Businesses can subscribe to a monthly or an annual subscription model, depending on their need. For pricing details please visit — https://www.xpns.com/pricing/

The XPNS operations team helps customers to resolve issues. Customers can write to [email protected] to resolve queries. 


XPNS Mobile app

The XPNS app allows users to manage expenses from their iOS or Android mobile devices. Employees can easily, create and submit and approve expense reports, view transaction history, and maintain card accounts. 

Employees can download the XPNS app from Google and Apple play store. Once an employee is onboarded by the administrator, the employee receives an email with the download details. 

Using the XPNS app, employees can perform the following functions:


  • Scan Expense Reports
  • Submit Expense Receipts
  • Manage Card Accounts – Change PIN, Report Lost Card
  • View Transaction History
  • View Notifications`

In the initial stages, ML-based OCR success rates are approximately 80%. With time the success rates improve as the algorithm self-learns from the volume of data fed to the system. 

Digital Onboarding

XPNS supports digitalised onboarding processes. Businesses need to log into the web app and enter


  • Business name
  • Business email address
  • Phone number
  • Company GST number
  • Business PAN Card number
  • Corporate identification number
  • Upload company GST No. Proof
  • Upload business PAN Card proof
  • Upload Company Id Number Proof

The system automatically sends an email to the corporate administrator to register as a user and onboard employees

Once the administrator registers the company using the XPNS web interface, the system directs the administrator to the organization details page. The administrator enters employee details – the name, email id, and username. phone number, employee id, role approver, PAN number, and communication address.  On successful submission of employee details, an email is sent to the employees, with the account activation link. Employees need to reset passwords/download the app using the link in the mail.

Yes, the administrator can onboard all employees at once.

  • Create a CSV file with the correct user details.

Navigate to Settings –

  •  Click Employees 
  •  Click Add Employee 
  •  Click Upload 
  •  Upload the created CSV file.

The administrator will receive a successful notification on the registered email id.

Administrators can deactivate an employee account from the web interface. To deactivate accounts administrators, need to:


  • Navigate to Settings
  • Click Employees 
  • Select the employee accounts you want to deactivate.
  • Click on Deactivate option from the menu.

Expense Policies

For many start-ups and scale-ups, cash flow is tight. An expense policy is a set of standardised expense guidelines that helps organizations stay within the budget. XPNS lets businesses configure multiple expense policies from the web interface based on employee band, designation, location and department. 

One of the best ways to control employee spend is to implement an expense management policy that everyone in the organization will follow. An expense policy:

  • standardizes rules for a company’s expense management.
  • helps employees familiarize themselves with the rules and prevents out-of-policy spending.
  • provides approving managers a guidebook to working from (versus having to ask about every “questionable” expense).
  • prevents financial fraud and identifies when an employee is abusing the system.

Administrators can define expense policies using the XPNS web console. Businesses also have the option to set different entitlement rules for a specific category basis employee band, designation, department and location.


Navigate to Settings


  • Click Policies 
  • Click Create Policy 
    • Enter Policy Name
    • Enter Policy Description
    • Enter Default or Category Specific Amount Limits
  • Click Save and Continue. 

Administrators can make changes based on business requirements. To make changes, the business needs to: 


Click Settings on the XPNS web console. 


  • Click Policies 
  • Select and click policy to modify!
  • Click Edit Policy
  • Make the necessary changes in the policy.
  • Click Save.

Administrators can make changes to the policy limit. To make changes, administrators need to: 


  • Click Settings on the XPNS web console
  • Click Policies 
  • Click the policy you want to modify.
  • Click Edit Policy
  • Change Limit
  • Click Save 

Expense Approvals

XPNS Web Application


Employees need to perform the following actions: 


Auto scan receipts

  • Click Expenses
  • Click Create Expenses
  • Select file for auto scan. 
  • Auto Scan populates expense fields.
  • Fill other required fields. 
  • Click Submit

Manual expense submission

  • Click Add Expense 
  • Click Upload Receipts 
  • Manually fill required fields 
  • Click Submit

Manually create request to submit multiple expenses

  • Click Request 
  • Click Create Request –
  • Select expenses that need to be submitted. 
  • Fill required fields.
  • Click Submit

XPNS Mobile Application


Employees need to perform the following actions: 


Auto scan receipts

  • Click Add
  • Click Add Expenses
  • Select file for auto scan. 
  • Auto Scan populates expense fields.
  • Fill other required fields. 
  • Click Save

Manual expense submission

  • Click Add 
  • Click Add Expense 
  • Click Upload Receipts 
  • Manually fill required fields 
  • Click Save

Manually create requests to submit multiple expenses

  • Click Add 
  • Click Add Request 
  • Select expenses that need to be submitted. 
  • Fill required fields.
  • Click Submit

All expenses incurred by an employee can be compiled into a request. Employees can then submit the request to approvers to claim reimbursement.

To include expenses in an expense request, either the expenses which are already created and have been saved as draft can be added directly or new expenses can be created and added at the time of report creation. 


These options are available both in the mobile application and the web application.

XPNS does not place any limit on the number of expenses that can be mapped to a receipt. 

These options are available both in the mobile application and the web application.

A request can have statuses as given in the following table.


Draft Expenses can be created and saved in a draft format 
SubmittedCreate expense and attach it to a receipt for forwarding approval
Pending for ApprovalThe employee has submitted the reimbursement request.
Pending ReimbursementThe approver has approved the request, but the reimbursement amount has not been reimbursed to you.
ReimbursedThe reimbursement amount has been reimbursed to you.

Employees can edit the details of a request created in the XPNS app. Employees can only edit the request that includes expenses which are:


  • Draft
  • Unsubmitted 
  • Recalled

Employees cannot edit the request that includes expenses which are:


  • Approved
  • Reimbursed
  • Partially Reimbursed
  • Submitted

Employees can select a specific request and delete it. All expenses under the request shall be moved back to draft status so that employees can submit them again. Only requests that are in the draft, unsubmitted, and submitted stages can be deleted. 

Steps to follow to delete an expense request:

From the web console

Click Requests 

Choose and click the request you want to delete 

Click More on the top right 

Delete Request

From the XPNS app

Click Request Icon in the Footer

Click Request if you want to delete

Click More

Click Delete

Yes, approvers can add comments to a request by selecting the request.

If your request or the expenses in the request have violated the organization’s policies, the violations will be displayed in the request. If the request violates the organization’s policy you can do the following,

  • Resolve the violation and submit the report.
  • Submit the report as it is, and the approver can either approve or reject the report.

The approver designated by the business can view your requests.

Expense receipts are a configurable parameter. Submitters can create an expense without a receipt. Submitters will receive a warning to attach a receipt while saving or submitting such an expense if it is against an organization’s policies.

You can directly upload your expense receipts to create an expense in XPNS. You can scan single or multiple receipt files to create an expense.

If the expense request is pending, employees can revoke the expense using the XPNS app or the web interface. 

On the XPNS app, employees can: 

  • Click Submitted Expenses > Edit Expense> Revoke!

On the XPNS web console: employees can

  • Click Submitted Expenses > Edit Expense> Revoke.

To export your expenses, 

  • Login to the XPNS app, 
  • Click Expenses and 
  • Click on the export to Excel (CSV format) button at the bottom of the page.

A policy violation occurs when an expense breaches the policy set by the organization such as the amount of an expense exceeding the provided limit or the unavailability of required documents.

Yes, submitters can add an expense with a policy violation to the report and submit it for approval. The approvers will be able to see the policy violation warnings and can ask for further details, partially approve, or reject the claim.

This depends on the rules configured by the administrator. Administrators can define a relaxed rule, or a hard stop based on expense type and employee role.

Approvers and administrators can add comments on an expense report. The submitters will get notified and can review and provide the information. 


If your request is violating the organization’s policies, you can do the following,

  • Resolve the violation and submit the report.
  • Submit the report as it is, and the approver can either approve or reject the report!


Yes, XPNS supports approval notifications. Submitters can view this using the XPNS app. 

On the Web Application

On the XPNS Dashboard, click the bell icon

View Notifications

On the XPNS Mobile Application

Click the More Option in the footer 

Click Show All Notifications

No, an approver cannot edit the expenses. However, they can choose to approve an expense for a partial amount. If the approver wants any other changes in an expense, they can ask the submitter to edit the report and resubmit.

Yes, a rejected report can be approved again. But only an admin or a user with permission to “Approve/Reject company-wide reports” can approve a rejected report.

No, a rejected report cannot be reimbursed. But only an administrator or a user with permission to “Approve/Reject company-wide reports” can approve a rejected report after which it can be reimbursed.

Yes, the administrator with permission to “Approve/Reject company-wide requests” can view the expense reports submitted to another approver.

Yes, the administrator users with permission to “Approve/Reject company-wide reports” can approve/reject the expense reports submitted to another approver. But this should not be done in the usual course of action.

The administrator can reject individual expenses in a request by clicking on the Reject Expense option for the corresponding expense entry. 

Approvers cannot reject expense receipts attached to a request.

Low-value expenses are not subject to an approval flow and can be directly approved by the administrator. The value is configurable and can be determined by the administrator.

All the requests are displayed in the request section on the dashboard.

  • End-user Dashboard 
  • Click Requests 
  • Click Admin View 
  • Select Submitted from the filter.


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