Internal application · Client work
Modernising an enterprise expense workflow
An internal expense platform replacing a legacy system, with employee claims, reviewer approvals and a record of what was submitted and decided.
The company needed to replace a legacy expense system while preserving its approval rules and audit history. Employees needed a clear way to submit claims; reviewers needed the information to make and explain a decision.
The replacement was built and deployed internally, connecting claim entry, review and submission history in one application.
- Context
- Enterprise expense management · Client work
- My role
- Requirements, workflow and application engineering, testing and delivery.
Expense workspace
One claim. Every decision connected.
Client visit
Bengaluru · 12–13 Aug
Three expenses, ready for review.
Review the submitted claim
Awaiting submission- Supporting documents together
Three expense items and their receipts.
- A fixed submitted version
The decision refers to the details under review.
- A traceable decision
Approval becomes part of this claim’s history.
Submit the claim from Employee to begin.
The record behind the claim
1 event- Claim prepared
Employee · Three expenses, ₹4,850
Submission and review decisions will appear here.
- User workflows
- Review interfaces
- APIs and data
- Access control
- Integrations
- Delivery
01
Define the workflow before rebuilding the screens
I reviewed the existing screens and policies to separate required business rules from workarounds. That established who could act on a claim and what information each decision required.
Expenses, totals, submission and review history were grouped around the claim. Employees and reviewers could follow one workflow instead of piecing together disconnected records.
02
Connect the employee and reviewer journeys
Employees could activate their accounts, enter claims and expenses, and submit them for review. Reviewers saw the submitted details and the current review state, with permissions enforced by the application.
Each review decision was tied to the version the reviewer saw. If someone changed the claim in the meantime, the application rejected the outdated action instead of approving different information.
03
Preserve what was submitted and approved
Submitted versions retained the details used in each decision. Policy validity dates made it possible to explain a historical approval using the rules that applied at the time.
A submission, its audit entry and its queued notification were saved together in one database transaction. Email delivery happened afterward, so a notification failure could not leave a partially saved submission.
04
Test the workflow and deliver the replacement
Validation combined automated tests with a browser walkthrough from account activation through claim submission and review. Reloading the application checked that the saved state and history remained available.
The delivered replacement brought employee claims, reviewer decisions and traceable history into one internal application, with the business rules enforced behind the screens.
Explore the work
Engineering notes on claim history, approval rules and notification delivery.
A similar need on your team?
Internal tools and automation
Build internal applications, enterprise integrations and multi-agent platforms that connect your team’s work, knowledge and business systems.
See what an engagement includesRelated writing
Let’s talk
What would you like to build or improve?
Share the problem and what already exists. I’ll reply with questions or suggested next steps.