ListBelanja
Paperless expense claims: submit, approve, pay
Claim receipts usually get lost in WhatsApp, envelopes and drawers — and whoever approves has to add everything up again every month end. In ListBelanja the receipt's owner taps "Claim back" on a receipt that's already scanned; the company admin, association treasurer or parent sees every pending claim on one screen, approves or rejects with a reason, and marks it paid. The workflow rules are enforced by the database, so no one can approve a claim without the right permission.
No credit card · BM, English & 中文 · your records live in the cloud, not on one phone
Updated
How it works
- Scan the receipt as usual — AI reads the shop, date, total and SST.
- Open the receipt → Claim back (add a note if needed, e.g. "Client ABC meeting"). Status: Awaiting approval.
- The admin opens More → Expense claims: pending / to pay / paid summary, filter by member, approve or reject with a reason — one by one or all at once.
- After payment: Mark as paid. The claimant sees the latest status on Home. Instant phone notifications, free: checkers & approvers when a claim is submitted, the claimant when it is checked, approved, rejected or paid (More → Reminders and notifications → Activity notifications).
- At month end: export a CSV for payroll or accounting, or print the claim form with signature lines for the claimant & approver.
Who it's for
- Companies & SMEs — staff claim work expenses, finance approves
- Associations, NGOs, mosques, clubs, PTAs — committee members claim, the treasurer approves
- Families — kids or a spouse claim from the parents
- Employees & freelancers — track your claims to an employer or client until they're paid
- Projects — combine with project tags for the cost of every project or event
Mileage claims & limit policy
- Mileage without a receipt: distance × the rate per km, return trips — straight into the claims list.
- The mileage rate is your organisation's policy — once set, it is always filled in first in an organisation space; in a personal or family space, the app remembers your last rate.
- A monthly limit per claimant by category — claims over the limit are flagged and never bulk-approved.
- Attach a toll or parking receipt to a mileage record if needed.
Governance: who approves, who pays
- A finance manager or treasurer doesn't have to be an admin: give them Approve claims and/or Mark claims paid — they decide other members' claims from the Claims screen.
- No one, admins included, approves or marks paid their own claim — someone else decides it (unless you're the only person in the group). Enforced by the database.
- The group's claim policy (monthly limits, mileage rate, two levels) is shown to every member, not just the admin.
- Export approved and paid claims to accounting software — AutoCount, SQL Account, Xero, QuickBooks, Bukku or a generic CSV — with the claimant's name, project and SST split out, by date range.
- The claim form prints with the organisation's letterhead from the group profile: name, registration no., TIN, SST and address.
Receipt integrity: double claims & edited images flagged for review
- The same receipt in two claims, or from two members, is flagged ⚑ “Claimed twice” for reviewers and approvers.
- Nearly identical images — uploaded again, compressed by a chat app or resized — are flagged “Possible duplicate” with a link to the original receipt.
- A mark in the original file saying the image was edited or AI-generated is shown as the reason; images without camera details, such as screenshots, are not flagged.
- Signals only: no receipt is rejected or deleted, and flagged claims are checked one by one before approval.
Per diem for work trips
- Daily allowance by your organisation’s policy zones — first and last days and meals provided are taken into account
- Lodging for nights without a hotel receipt
- One claim reviewed, approved, marked paid and exported like any other receipt
Trip distance with GPS
- Start and finish a trip while the app is open — km fills the mileage claim
- No coordinates stored or sent
- Gaps in readings marked as estimates
Comments, petty cash & trip advances
- Discuss right on the record: comments and @mentions on receipts, cash expenses, invoices, list items and group-book expenses. Anyone who can see the record sees its comments; a mentioned member gets a notification without the comment text.
- Petty cash: an admin gives a float to a custodian, every payment voucher (with a PDF) cannot exceed the balance, and top-up requests go through the same review and approval as claims.
- Request approval for a trip with estimated costs and a cash advance; after the trip, claims tagged with that trip's project are compared with the advance to show the amount to return or to pay.
Frequently asked questions
Can claims be checked before they're approved?
Yes — two-level approval. Give a head of department or unit head the “Check expense claims” permission: they mark claims checked (or reject them), then the admin approves. Nobody can check their own claim and the approver must be someone else — enforced by the database. The printed form has signature lines for the claimant, checker & approver.
Can a member approve their own claim?
No — no one, admins included, approves or marks paid their own claim (unless they're the only person in the group). The admin, or members given the permission such as a finance manager or treasurer, decide other people's claims — this is enforced in the database, not just hidden on screen. The receipt's owner can only submit or withdraw their claim.
I work on my own — is this useful?
Yes. Mark the receipts you claim from your employer or a client, print the claim form, and mark them paid when the money arrives — no more forgotten claims.