Overview
Expenses & Mileage lets your Perm & Bank workers submit mileage and general expense claims from the Florence Go mobile app. Managers can then review, approve or reject them in the admin web app. Approved claims can then be exported in a CSV for finance.
Enabling the Feature & Permissions
Expenses are controlled by a company-level feature flag and must be switched on per organisation before anything surfaces. If you would like Expenses to be enabled, please contact the Florence Support Team.
A new Expenses permission set governs who can approve, reject and export expenses. This is under "Manage Users".
Worker Statuses
Every claim moves through the following statuses, visible to both the worker and the admin:
Status | What it means |
Pending | Submitted by the worker, awaiting a manager decision |
Approved | Approved by a manager; now sitting in Awaiting Payment |
Rejected | Rejected by a manager (a reason is always recorded) |
Paid | Marked as paid by an admin via the Awaiting Payment tab |
How It Works
For workers (Florence Go — mobile)
A new Travel & Expenses nav item appears (only when the company flag is on).
The expenses list shows the worker's Total Pending and Total Paid Out at the top, then a scrollable list of all their claims (ID, type, reason, date, amount, status).
Claims cannot be edited once submitted.
Tapping Submit an Expense prompts a choice between a Mileage claim and a General expense.
Mileage claim captures:
Reason for travel
Travel date
Vehicle type (Car / Motorbike)
Total miles (entered manually)
Round-trip toggle
Location.
The mileage rate auto-displays from the vehicle type (Car = 45p/mile, Motorbike = 24p/mile, HMRC standard) and the total claim amount auto-calculates as miles × rate (doubled if round trip). No receipt is required.
General expense captures:
Reason
Date
Location
Value (£)
Vendor name ("Spent at")
Required receipt upload - It cannot be submitted without a receipt.
For managers / admins (web app)
A new Expenses tab lives under the Staff section of the nav bar.
Awaiting Approval lists pending claims with columns: Expense ID, Type, Reason, Date, Submitted by, Amount, Receipt, Status, Action. Clicking a row opens a side panel with full details and, for general expenses, the receipt (view + download).
Approving shows a confirmation modal ("Are you sure you want to approve this expense? This cannot be undone."). Once approved, a claim cannot be edited or amended.
Rejecting requires a reason before it can be submitted.
Awaiting Payment & export
Awaiting Payment shows all Approved claims not yet paid. Admins can filter (type, location, staff search, date range), tick rows (or select all) and Bulk mark as paid in one action.
Marked-paid claims drop out of Awaiting Payment and show as Paid in All Expenses and in the worker's app.
Export downloads a CSV of the current filtered view, including per-worker subtotals, a grand total row, and the "marked paid by" / "date marked paid" columns.
All Expenses lists every claim regardless of status, with the same filters and side-panel behaviour, plus export.