Every Expense Captured, Categorized, and Ready to Claim.
Pollarc captures incidental and operational expenses from receipts, mileage, and voice input — categorizes them automatically, tracks approval status, and keeps reimbursement records organized without a separate spreadsheet.
Expense management is the work of making sure that money spent by a business and its team is captured, categorized correctly, approved where required, and available for reimbursement or reporting — and doing this without creating a parallel system of receipts, spreadsheets, and email threads that nobody trusts.
The problem is that expenses happen in the flow of work: a team member buys lunch on a client visit, hires a cab between meetings, picks up supplies on the way back to the office, or drives to a site and logs mileage at the end of the day. If the capture mechanism is slow or awkward, the expense is never recorded properly, or it is recorded weeks later from a crumpled receipt in a wallet. Pollarc's Incidental Expenses module makes capture part of the flow: voice input on the go, receipt photos that are read and extracted automatically, and mileage logs that are entered quickly. Once captured, expenses are categorized, tracked through an approval workflow, and available for reimbursement or reporting — without a separate spreadsheet that has to be maintained by hand.
What the module does
- 01
Voice capture
Dictate an expense when it happens: the amount, the category, the merchant, and any note you want to add. Pollarc records it as an expense entry so it is captured in the moment rather than forgotten and reconstructed later.
- 02
Receipt capture and extraction
Take a photo of a receipt or upload one from your device. Pollarc extracts the key details — date, amount, merchant — and creates an expense entry from them, so the receipt does not need to be typed in manually.
- 03
Mileage and travel tracking
Log travel and mileage expenses with the route, distance, and applicable rate, so travel costs are captured consistently and can be reported separately from other expense types.
- 04
Automatic categorization
Captured expenses are categorized into standard types — travel, meals, transport, supplies, software, accommodation, entertainment, and others — with the option to adjust the category if the automatic assignment is wrong.
- 05
Approval workflow
Expenses move through a defined status flow: draft, submitted, approved, reimbursed, and rejected. This keeps the reimbursement process organized and visible, and gives the business a record of what was approved and what was not.
- 06
Clean reimbursement records
Because expenses are captured with category, amount, date, and status, reimbursement records are complete and traceable without a separate system. The same records feed into the bookkeeping and tax modules where relevant.
A concrete example
A team member has a day of client visits: they take a cab to the first meeting, buy lunch at a café between meetings, hire another cab to the second meeting, and buy supplies at a store on the way back to the office. By the end of the day they have four expenses, four receipts, and no clear reminder to record them. Without Pollarc, these expenses sit in a wallet or a notes app until the end of the month, when the team member finds the receipts, types them into a spreadsheet or an expense form, and submits them for reimbursement — often missing details, getting categories wrong, or forgetting one entirely.
With Pollarc's Incidental Expenses module, the team member captures each expense as it happens: a voice note for the cab, a photo of the lunch receipt, a photo of the supplies receipt, and a quick mileage entry for any driving. By the time they return to the office, all four expenses are logged, categorized, and ready for approval. The reimbursement record is complete without a spreadsheet and without relying on memory.
Capture expenses in the moment, not at the end of the month.
Set up Expense TrackingVoice capture. Receipt extraction. Mileage tracking. Approval workflow.