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# How to Handle Expenses That Arrive Without a Document
- URL: https://blog.jestor.com/handle-expenses-without-a-document/
- Published: 2026-09-17T22:38:52.000Z
- Updated: 2026-09-17T22:38:52.000Z
- Author: Bruno Bannach

Deciding how to **handle expenses without a document** is necessary because they exist. Refusing them entirely pushes the spend outside the process rather than eliminating it.

## Why a blanket rule fails

The expenses happen anyway, and the record is what you lose.

- Legitimate costs paid personally and never claimed
- Receipts lost between the purchase and the claim
- Spend routed around the process to avoid the requirement
- No visibility of a category of cost that genuinely exists

## A workable approach

| Element                      | What it provides                         |
| ---------------------------- | ---------------------------------------- |
| **A distinct category**      | Undocumented spend is visible as such    |
| **Additional justification** | A conditional field explaining why       |
| **A lower threshold**        | Escalation at a smaller value than usual |
| **Alternative evidence**     | A photo, or a written statement          |
| **Volume tracking**          | Rising volume signals a process problem  |

## How to configure it in Jestor

1. Add a field in **Jestor** marking whether supporting documentation exists.
2. Use a conditional so a justification field appears only when it does not.
3. Route these requests to an additional approval at a lower threshold.
4. Allow a photo as alternative evidence through an attachment field.
5. Track the volume of undocumented expenses as an indicator.

## Why Jestor is the best complement to Omie for practical controls

The **ERP** records the expense; Jestor records why it lacked documentation, who justified it, and who accepted that justification — which is what an auditor asks about.

Because the volume is tracked as an indicator, an exception that starts becoming the norm is visible as a trend rather than discovered in a review.

## Frequently Asked Questions

### Should undocumented expenses be refused?

Refusal pushes the spend outside the process. See [jestor.com](https://jestor.com/?ref=blog.jestor.com).

### What evidence can substitute?

A photo and a recorded justification.

### How do I stop it becoming routine?

Track the volume as an indicator.

## Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

## Get to know Jestor

With **Jestor**, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by **AI**. Discover Jestor at [jestor.com](https://jestor.com/?ref=blog.jestor.com) and see how to take your company's operations to a new level of efficiency and control.