Capture the spend when it happens, not at month end
Photograph the receipt and Niimbu reads the vendor, date and amount, files it under the right category and sends it for approval. By the time you look at the month, the record is already complete.
- Capture from a phone
- Categorised by rule
- Approved and posted
Included in every account · Unlimited claims · No per-user charge
Expense approved
₦86,400
Diesel · posted to the books
Expenses are not hard. Remembering them is.
Nobody struggles to buy diesel. What fails is the part afterwards: the receipt that has to survive a week in a pocket, the category chosen by someone who was not there, and the approval that depends on a message being seen.
Captured at the moment it happens
A photograph of the receipt is the whole submission. Niimbu reads the vendor, date and amount, and files it under the right category, so the record exists before anyone has left the fuel station.
Approval without the chase
Claims route to the right approver by amount, category or department, and sit in one queue rather than in somebody's messages. Approved spend posts to the books immediately.
The month, while you can still change it
Spend by category, by department and by outlet as it accumulates. Fuel quietly doubling is visible in the second week, not in a report produced after the money is gone.
Four steps, and only the first one is yours
Capture it
Photograph the receipt, or let a card transaction create the record on its own. Both arrive in the same place.
It files itself
Vendor, date and amount are read from the receipt and matched. The category is applied by rule rather than chosen from a list every time.
It goes for approval
Routed by amount, category or department, and either approved or queried, with the reason recorded on the claim.
It reaches the books
Approved spend posts against the right category, project or outlet, so nothing has to be entered again for the accounts to be right.
Where the month actually went, while it is still going
The report that arrives three weeks after the quarter is history. The value of categorising spend as it is captured is that the picture is current, so the conversation about fuel or transport can happen while the behaviour is still changeable.
- Spend by category, department, outlet and project
- Comparisons against the same period last month
- Recurring spend separated from one-off cost
Expense
EXP-0912
Submitted by
Tolu Adeyemi
Diesel, Ikeja generator
₦86,400
receipt-0912.jpg
Read automatically: vendor, date and amount matched
Category
Utilities · PowerApproved by Ngozi A. and posted to the books
Most business spending does not happen at a desk
It happens at a fuel station, a market, a supplier's yard or in a taxi, by someone with a phone and no intention of keeping a paper receipt intact until Friday. Capture has to work there or it does not work at all.
- Submit from a phone in a few seconds
- Works for cash, transfer and card spending alike
- Reimbursements tracked and paid from the same account
Spend by category
August
Power and fuel
₦412,000
Transport
₦268,500
Rent and utilities
₦240,000
Everything else
₦292,300
Categorised as it is captured, so the report needs no preparation
What changes when capture happens at the counter
The usual way
- Receipts collected in a pocket and reconstructed on Friday
- Categories guessed weeks later by whoever is typing them in
- Approvals chased through messages and forgotten
- Spending patterns visible only after quarter end
- Staff out of pocket while a claim sits somewhere
With Niimbu
- The claim exists before the person leaves the counter
- Category applied by rule at the moment of capture
- One approval queue, with reasons recorded
- Spend by category visible as it accumulates
- Reimbursements paid from the same account and marked settled
What expense management covers
Receipt capture
Photograph it and the vendor, date and amount are read automatically.
Automatic categories
Applied by rule from the vendor and history, not chosen from a list each time.
Approval routing
By amount, category or department, with queries recorded on the claim.
Cash, card and transfer
All three captured the same way, so nothing sits outside the record.
Reimbursements
Approved staff claims paid out from the same account, and marked settled.
Recurring spend
Rent, subscriptions and retainers recognised and separated from one-off cost.
Per project and per outlet
Spend attached to the job or location it belongs to, for real costing.
Policy limits
Caps per category, so an out-of-policy claim is flagged rather than argued about.
Export and audit trail
Every claim, approval and edit timestamped and exportable for your accountant.
A receipt is only evidence while somebody still has it.
Every day between the purchase and the record is a chance for the paper to be lost and the detail to be guessed. Capturing at the moment of spend is not tidiness, it is the difference between a record and an estimate.
Wherever the spending happens away from the office
Logistics and haulage
Fuel, tolls and repairs captured on the road and costed to the vehicle or route.
Construction and contracting
Site spending attached to the job, so project costing is not a reconstruction.
Multi-branch businesses
Spend per outlet compared side by side, with limits enforced per location.
NGOs and nonprofits
Spend coded to programme and grant, with an audit trail funders accept.
Professional services
Billable expenses attached to the client and passed through onto the invoice.
Expense management software
See how Niimbu compares with petty cash and a monthly spreadsheet.
No charge per claim, per receipt or per user
Every staff member gets their own login and submits as many claims as the work requires. Expenses sit in the same account as the payouts that reimburse them, so nothing has to be reconciled between two systems.
- Unlimited claims and receipts
- Unlimited staff accounts
- Reimbursements paid from the same account
Frequently asked questions
How do staff submit an expense?
They photograph the receipt from their phone. Niimbu reads the vendor, date and amount, applies a category and submits the claim. For spending on a Niimbu expense card, the record is created by the transaction itself and only the receipt needs to be attached.
Does it work for cash spending?
Yes, and that matters more here than in most markets. Cash spending is captured the same way as card and transfer, so it appears in the same categories and the same reports rather than sitting outside the record until someone reconstructs it.
Who approves an expense?
Whoever your rules say. Routing can be by amount, by category or by department, and a claim can require two approvals above a threshold. Queries and rejections carry a reason, which is recorded on the claim rather than lost in a conversation.
How are categories decided?
By rule, from the vendor and your history, rather than by asking the person to choose from a list every time. Choosing manually is where most miscoding comes from, and miscoded spend is what makes a report useless.
Can expenses be charged to a project or an outlet?
Yes. A claim can carry a project, an outlet or a department, which is what makes job costing and per-branch reporting real rather than estimated. Billable expenses can also be passed through onto a customer invoice.
How do reimbursements get paid?
From the same account. Once a claim is approved, the payout to the staff member is made in Niimbu and the claim is marked settled, so nobody has to check separately whether they were actually paid.
Do approved expenses appear in my accounts automatically?
Yes. Approved spend posts against the right category as it is approved, with the receipt attached to the entry. Month end becomes a review of what is already recorded, and your accountant gets the evidence without asking for it.
Does expense management cost extra?
No. It is included with the account, with no cap on claims and no charge per staff member submitting them. Charging per user would only encourage people to submit through somebody else's login, which defeats the point.
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