Simple expense submission for seafarers. Clear approval for the office. Ready for payroll and client invoicing.
CrewInspector Expense Refund helps maritime companies manage crew expense claims in a structured, transparent, and easy-to-follow way.
Seafarers can submit expense refund requests directly from their mobile phone by taking a photo of the receipt, adding the required details, and sending the request for review. The office can then check the claim, approve it, decline it, or request clarification before the expense is added to payroll.
Approved expenses can also be prepared for client invoicing, giving your company a clear audit trail from receipt submission to reimbursement and final settlement.
How it works
1. Seafarer submits the expense
The seafarer takes a photo of the receipt using a mobile phone and enters the expense details, such as amount, date, category, description, and vessel-related information.
This makes it easy to submit port expenses, travel costs, agency-related costs, medical expenses, or other vessel employment-related refunds.
2. Office reviews the request
The designated office user receives the expense refund request and can review the receipt, submitted details, amount, and supporting information.
The request can be approved, declined, or returned for correction if something is missing or unclear.
3. Approved for reimbursement
Once approved, the expense is marked as ready for reimbursement. The approved amount can be included in the seafarer’s payroll, helping avoid forgotten payments or manual re-entry.
4. Added to payroll
Approved expense refunds can be added to the next payroll run, together with salary, allotments, bonuses, deductions, and other payment items.
This helps the office keep crew payments accurate and traceable.
5. Available for client invoicing
If the expense should be charged back to the client, it can be included in the client invoice with clear supporting information.
This gives your company better cost recovery, improved transparency, and a stronger audit trail.