Every field team has the same monthly ritual: a stack of fuel bills, bus tickets and food receipts, a spreadsheet of daily allowances, and a manager trying to remember whether the trip to the next district really happened. Claims are late, reviews are later, and staff who paid from their own pocket wait weeks to be repaid.
Where expense claims break down
- Paper bills get lost or faded.
- Claims are submitted monthly, long after anyone can check them.
- Rules are unclear, so every claim is a negotiation.
- Reviews happen in bulk, so honest claims wait behind questionable ones.
- Payment is slow, which feels unfair to the people doing the hardest jobs.
A claim process that works
- Clear policy: rates for daily allowance, per-km travel, what needs a bill.
- Submit as you go, in the app, with a photo of the bill.
- Tie claims to the day's work — the shift, visits, deliveries.
- Review weekly — approve, query or reject with a reason.
- Pay on a fixed cycle.
A simple policy table
| Expense | Rule | Proof |
|---|---|---|
| Daily allowance | Fixed per working day in the field | Shift recorded |
| Own vehicle | Per km at the policy rate | Day's route |
| Public transport | Actual fare | Ticket or receipt |
| Lodging | Up to a city-based limit | Bill |
| Food on outstation days | Fixed per day | None beyond the outstation day |
(An example — set rates and rules to your own policy.)
How Zaqnet handles expense claims
- Reimbursement claims submitted by staff, with attachments for bills.
- Reviews by the people responsible, with the claim's status visible to the employee.
- Shifts and the day's work recorded in GroundLink for context — see field staff attendance.
- Team records managed in ControlRoom.
Pay field staff back quickly and fairly, and most of your expense problems solve themselves.