Expenses

Expenses is where you record money you paid on the company’s behalf, to be paid back or to share between partners. Open it from Company › Expenses in the menu.

The page is split into tabs by what you do. Tabs that don’t concern you are not shown.

My claims — your own claims. Everyone sees this tab.
To pay back — for expense approvers, to record pay-back transfers.
Shared between partners — for partners who share expenses.
Reports — for approvers and accounting.

Submit an expense claim

Click New claim in the top right.
Drag in a photo of the receipt, or click Choose file. Colab reads the amount, date and vendor for you (it shows Reading the receipt…).
Check the fields it filled in and correct anything that’s wrong. If it shows It could not be read — fill in the fields yourself, enter them by hand.
Fill in What it was for, Receipt date, Category, Vendor and Project (optional).
Choose Paid with, for example cash / transfer or a credit card.
Choose Who carries the cost
- The company pays me back — after approval the claim goes to “To pay back”.
- Shared between partners (only partners see this) — the company doesn’t pay it back; it goes into the balance between partners instead.
If the receipt was issued in the company’s name, tick Receipt issued in the company’s name and fill in Vendor tax ID, Document no. and VAT (฿).
Click Submit claim. The claim shows Awaiting approval.

If Colab finds a claim with the same amount and date, it warns you it may be a duplicate. If it really is a different expense, click It is a different expense — submit.

Paid by credit card, or in a foreign currency

If you paid in another currency, choose the Currency and enter the amount on the receipt. You can fill in Baht, if already known later from your card statement; until then the claim shows Baht pending.
The receipt date is used for the accounts; the card’s payment due date decides which month you are paid back.

Set up your credit cards

Click Credit cards in the top right of the page.
Click Add card and enter the Card name, Last 4 digits, Statement day and Payment due day (you’ll find them on your card statement).
Click Save. Claims paid with this card then get their due date automatically.

For a card you no longer use, click Stop using it. Existing claims still refer to it.

Add the account you’re paid back to

Pay-backs are transferred to the account you set at Settings › Bank account › Where you are paid back. Enter the Bank, Account number and Account name, then click Save bank account.

Follow your claims

On the My claims tab you see The company still owes me, Awaiting approval and Paid back this month, plus a To do box that tells you which claims need something from you, for example:

Sent back — the approver needs more information. Open the claim, read what The approver asked:, fix it and click Fixed — resubmit.
No receipt attached — click Attach receipt (one receipt per claim; a new file replaces the current one).
No baht amount yet — click Enter baht using your card statement.

The statuses you’ll see: Awaiting approval, Sent back, Awaiting pay-back, Overdue, Baht pending, Shared, Paid back, Settled, Rejected, Cancelled.

Edit, delete or cancel a claim

You can Delete your own claims that are awaiting approval, rejected or cancelled. They go to the recycle bin for 90 days.
Once a claim is approved, its amount, date and evidence can no longer be changed.
For a claim that is approved but not yet paid back, an approver can click Cancel claim and must give a reason. The expense is reversed in the accounts. A claim that has already been paid back cannot be cancelled.

Approve expense claims

Approving doesn’t happen on this page but on the Approvals page, together with everything else. Approvers can click Approve, Ask for more or Reject (a reason is required). Your own claims must be decided by another approver.

Pay claims back (approvers)

Open the To pay back tab. Claims are grouped by person, with what is Overdue and what is Due by end of that month.
Click Export bank file (Excel) if you want a file for your bank transfer.
Make the actual transfer, then click Mark as paid… for that person.
Colab ticks the claims for you by due date; untick any you didn’t pay. You can enter the Transfer date, how it was paid, a Reference and Attach slip (optional).
Click Mark as paid. The person is notified on LINE.

The transfer slip can only be opened by the person paid and by approvers.

Shared between partners

The Shared between partners tab is calculated live from claims marked “shared”. There are no rounds to open or close.

Who pays whom shows the amounts to transfer. Click I’ve transferred it when you’ve paid; the balance goes down once the recipient clicks I received it.
If the money hasn’t arrived, the recipient clicks Dispute and gives a reason. The balance doesn’t change until it’s sorted out.
Partners and shares is where you add or remove partners and set their shares. A change re-splits every claim that isn’t settled yet.
Company owes directors shows what directors paid in shared claims, minus what the company has already paid back. Click Record repayment when the company pays a director back.

Reports

On the Reports tab, choose a month, then choose Count claims by receipt date (accounting) or the date the money went out. Click Export for the accountant to download that month’s file, and Receipts (zip). The charts are only shown to people who can approve expenses.

Ask Summy too

On LINE you can send Summy a photo of a receipt and say “I paid for this myself”. Summy reads the amount, vendor and date from the photo and records the claim for you, asking only for what the photo doesn’t show. Summy can also:

show your own claims, edit claims still awaiting approval, attach or remove receipts, and resubmit claims you’ve fixed
add or edit credit cards and set your pay-back account (you confirm on a card)
for approvers: show claims waiting, approve, reject, send back and record pay-backs — approvals and pay-backs always need confirming on a card
for partners: show balances, say you’ve transferred, confirm you’ve received, or say it hasn’t arrived

Approvers get a card on LINE for each new claim and can tap Approve right away. To reject, Colab types #claim-number ไม่อนุมัติ for you; add your reason after it before sending.

To link LINE, see Link your LINE account.