How to Handle Expenses That Arrive Without a Document
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
- Add a field in Jestor marking whether supporting documentation exists.
- Use a conditional so a justification field appears only when it does not.
- Route these requests to an additional approval at a lower threshold.
- Allow a photo as alternative evidence through an attachment field.
- 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.
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
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