Contents of this article are applicable to the following users
Tier: NA
Product: StaffAny
Platform: App
Access Level: Owner, Manager, Supervisor, Employee
Claims submission is currently only available on the mobile app. It is fast and simple!
Interested in using our claims module? Drop us a message via the help chat, and we’ll connect you with a sales representative.
This guide will cover the following:
Submitting a Claim
To submit a claim,
Go to More > My Claims.
Select “Add Claim”.
You will be prompted to either take a photo or upload a photo of the claim receipt. You can add a maximum of 5 photos on each claim submission.
Fill up the following fields. Select “Submit” to proceed.
Here is an explanation of each field:
Field | Explanation |
Merchant Name* | Name of the merchant whom you made the purchase from |
Transaction Date* | Date of when the transaction was made. You can find this on the receipt |
Claim Type* | The claim category that will be associated with this claim submission |
Amount* | The total amount that will be claimed. You can find this on the receipt and it should include GST |
Tax Rate (Singapore) | Select the applicable tax rate for purchases based on Singapore GST |
Location/Outlet of Claim* | The location or outlet that the claim is made and associated to. This affects the section labour cost report. |
Remarks | Add any remarks for further explanation |
Field that marked with an asterisk (*) means that this information is compulsory to be filled!
Using Receipt Scan to Pre-fill Claim Fields
When you upload or take a photo of your receipt, StaffAny can automatically scan it using AI and suggest values for your claim fields. This reduces manual entry and helps you submit claims faster.
After uploading a receipt photo, the app will display the message "Analyzing receipt for claim prefill..." while it processes the image. Once complete, the following fields may be pre-filled based on what is detected on the receipt:
Merchant Name — extracted from the merchant or vendor name on the receipt
Transaction Date — extracted from the date printed on the receipt
Amount — extracted from the total amount on the receipt
Claim Type — suggested based on receipt content, if a matching claim type exists in your organisation
Tax Rate — suggested based on GST information on the receipt (Singapore only)
Description/Remarks — extracted from the item or service description on the receipt
[Screenshot to be added: receipt scan in progress and pre-filled fields]
Note: Pre-filled values are suggestions only. Always review each field before submitting to ensure the information is accurate. Fields where the app could not detect a value with sufficient confidence will remain blank for you to fill in manually.
If receipt scanning times out or cannot process the image, you will see the message: "Receipt analysis failed. You can continue with manual claim entry." You can still fill in all fields and submit the claim manually.
Note: Receipt Scan is available to organisations with the Claims OCR feature enabled. If you do not see this feature, contact your Owner or Administrator.
Viewing Claim Submissions
You can view submitted claims under “My Claims” as well.
Tap an entry to view more details about the submitted claim. If you wish to withdraw your claim submission, simply click the Trash icon found at the top right of the “Claim Details” screen.
Within the claim details page, you can see the claim type and the claim amount that was submitted as well as the progress of the claim approvals. In addition, you can view the submitted claim information.
If the claim submission has been approved, this is what you will see under the approval progress:
Note: If your organisation has 2 levels of approval, either both approvers need to approve OR just the 2nd approver needs to approve to consider the claim submission as “Approved”.
After the claim submission has been processed in payroll and the payrun has been published, the claim submission will be updated to "Published"
If the claim submission has been declined, this is what you will see under the approval progress:
Note: The claim submission is declined entirely as long as one approver declines the claim submission.
FAQ
Why are some claim fields not pre-filled after I upload a receipt?
The app only pre-fills fields where the receipt scan detects a value with sufficient confidence. If a field such as Merchant Name or Claim Type could not be read clearly from the receipt, it will remain blank for you to fill in. Low image quality or partially visible receipts may reduce accuracy.
Can I change the pre-filled values before submitting?
Yes. All pre-filled values are editable. Review every field before tapping Submit to ensure the information is correct.
The receipt scan failed. Can I still submit my claim?
Yes. If the scan times out or fails, you will see a message saying "Receipt analysis failed. You can continue with manual claim entry." You can fill in all the fields manually and submit as usual.
Why does Receipt Scan not appear when I add a claim?
Receipt Scan is available only to organisations with the Claims OCR feature enabled. If you cannot see it, contact your Owner or Administrator to check whether this feature has been activated for your organisation.
What file size is supported for receipt scanning?
Receipt images must be under 5 MB. Images larger than this will not be processed by the receipt scan.