Expenses

Overview

Submit receipts, track reimbursements, and manage chapter spending

What Expenses does

Members use Expenses to submit receipts for reimbursement. Officers review, approve, and track chapter spending from one dashboard.

Where to find it

Open Expenses from the sidebar or the Applications page. Officers with expense admin access see two tabs, Admin Dashboard and My Receipts. Everyone else sees My Receipts. If you don't see Expenses at all, a chapter admin needs to turn it on under Chapter Settings → Features.

Submitting a receipt

  • 1. Tap the camera icon in the top bar. On mobile you can also tap Submit Receipt on the My Receipts tab.
  • 2. Add your receipt. On the web, drop in or browse for a JPG, PNG, or PDF. In the iOS and Android apps, tap Take photo or Choose from library. To skip scanning, tap Enter manually instead.
  • 3. Check what it's for, the amount, the category, and the date. Fields filled in from the scan are marked Scanned.
  • 4. Tap Submit receipt. It goes to the officer approval queue.

Description (up to 80 characters), amount (more than $0), and category are required. The date defaults to today, and the receipt photo is optional but recommended. If your profile has a Venmo handle, it's included automatically. To send a different one for this receipt, use the + Venmo chip.

Receipt scanning

When you upload a receipt, Greek Connect reads the vendor, total, date, and a likely category and fills them in. It never overwrites anything you've already typed, so check the amount before you submit. If it can't read the receipt, you'll see a note and can enter the details yourself. Each member can scan up to 30 receipts an hour.

Receipt statuses

  • Pending: Submitted and waiting for review. Officers see this as Needs Approval. Members can delete their own pending receipts.
  • Approved: Ready for reimbursement.
  • Paid: Reimbursement sent. If a receipt was marked paid by mistake, an officer can move it back to Approved.
  • Rejected: Declined, with an optional reason the member can see. An officer can move it back to Pending to review it again.

Reviewing receipts

The Admin Dashboard shows approved, pending, and paid totals and your approval rate. By default it covers the last 90 days. Receipts are sorted into four tabs: Needs Approval, Approved, Paid, and Rejected.

  • Tap a receipt to see its details and image, then approve or reject it.
  • If the amount or date a member entered doesn't match what the scan read, a warning icon appears on the receipt and the detail view shows both values. Only officers see this.
  • Select several receipts to act on them at once. The actions you get depend on the tab, and Recategorize is available on all of them.
  • A member's Venmo handle links to their Venmo profile.
  • The filter icon lets you search by description, category, or member, and filter by date range (YTD, the last 30, 60, or 90 days, or custom), category, amount, submitter, and whether a receipt image is attached.

Categories

Each chapter manages its own categories. Expense admins tap the gear icon on the Expenses page to open Expense Settings, where they can add, rename, recolor, drag to reorder, and archive categories. An archived category is hidden from the picker but stays on past receipts, and you can restore it later. Members can't submit a receipt until the chapter has at least one active category.

Notifications

Expense admins get an in-app notification when a member submits a receipt. Members get one when their receipt is approved, rejected, or marked paid, and when a paid receipt is moved back to approved.

Permissions

  • Members: Submit receipts, view their own, and delete their own pending receipts.
  • Expense Admins: Chapter admins and any role with Expense Admin permission. They can see every receipt, approve, reject, mark paid, revert, recategorize, and delete receipts, manage categories, and generate reports.