Field Staff Expense Claims for Distributors

The Expenses app in OneYukti replaces the diary page. Mileage tracking records distance-based claims for salesmen using their own vehicles, and per diem management handles the daily allowance for outstation beats, so those two items stop being negotiated every month. Cash spends on the route are captured by photographing the bill. OCR pulls out the merchant, date and amount, and handwriting recognition helps with the handwritten slips that loaders and puncture shops give.

Every submitted report is audited by AI, which flags duplicate receipts across all employee submissions and spending that falls outside the usual pattern. A diesel bill claimed by both the driver and the helper shows up before approval. Policy rules add spending limits by category. Say the daily allowance is ₹400: a claim above that raises a violation alert automatically. The sales manager clears routine claims from a phone, and reimbursements are batched and sent by direct deposit.

With claims in one place, the owner can compare what each salesman and each van costs to keep on the road. Employee spending reports show travel costs person by person, and category analysis separates vehicle running from loading charges. If one driver's diesel keeps rising while the others stay flat, trend analysis makes that plain. Approved expenses post directly to the general ledger with proper account codes, so selling and delivery costs reach the books without a second round of entry.