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For employees on Toku. Last updated October 30, 2026.

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Submit your work-related expenses for reimbursement through Toku's built-in expense tool.

Before you start

• You need an employee account with access to the Expenses page.
• Have your receipt or invoice ready — you'll need to upload it with each expense claim.

Open the Expenses page

1. Sign in to Toku at app.toku.com. Select Expenses in the left menu to open My Expenses.

   

   The My Expenses page with totals, status tabs, and the Submit Expense button.

Create a new expense report

1. Click the blue Submit Expense button. The Expense Report window opens.

   

   The Expense Report window after clicking Submit Expense — Report Title, Report Period, Line Items, and the first line item.

2. Type a name in Report Title (for example, "March 2026 Travel Expenses"), and optionally set the Report Period (start and end dates) the report covers.

   

   The Report Title field and the optional Report Period date range.

Add expense line items

1. Under Line Items, fill in each expense: Merchant (where you spent the money), Date, Category, Amount, Currency (the currency you actually paid in — Toku converts each line to your contract currency automatically for reimbursement), and a short Description. Amount only accepts the number of decimal places the line's currency uses.

   

   Zero-decimal currencies like JPY, KRW, and VND accept whole numbers only.

   

   KWD and BHD accept three decimal places.

2. Upload your receipt or invoice file in the Receipt field — it is required.

   

   The required Receipt upload area on each line item, and the bottom of the form: Cancel, Save Draft, and Submit Report.

3. Complete the field below the line items. If your organization requires a business reason, it is labeled Justification * and you cannot submit with it empty. Otherwise, it is Notes (optional).

Submit your report

1. Add more items if needed, then select Submit Report at the bottom of the form. Not ready yet? Select Save Draft instead — see How to Save an Expense Report as a Draft. Reports at or below the auto-approval limit your organization has set are approved immediately, with no review or notification. Otherwise, Toku sends the report to the approver assigned for its amount. Organization administrators are also notified only when your organization enabled admin submission notifications, or when no approver could be assigned.

   

   A complete line item with Merchant, Date, Category, Amount, Currency, Description, and Receipt, followed by the required Justification field and the form actions.

   

   My Expenses after submission, showing the report row and the status column.

Good to know

• Track progress on the My Expenses page. Each report shows one of these statuses: Draft, Pending Approval, Info Requested, Approved, Processing, Reimbursed, or Rejected. The tabs above the list — All, Pending, Approved, Reimbursed and Rejected — filter the list by stage, so Pending there is a tab, not a report status. If you cancel a report while it is still Pending Approval, it disappears from this list rather than showing a Cancelled status.
• Info Requested means your reviewer needs something from you: they have asked for more detail and left a comment saying what they need. Open the report, add what was asked for, and submit it again — it stays with you until you do. Draft and Rejected reports are also yours to act on: both can still be edited and submitted again.
• Amount follows your currency's own decimal precision: whole numbers for zero-decimal currencies such as JPY, KRW, and VND; two decimals for most currencies, including USD; three decimals for currencies such as KWD and BHD.