Expense Management

Submit and review expenses with receipt, category, policy, cost center, approval, and reimbursement status visible. The screen connects Expenses and Cards so product teams can find the “Submit expense” action while checking this month and pending.

Use this reference when you need to design this workflow inside an existing product. The example includes practical records such as AWS · Infrastructure and Delta · Travel, rather than an empty visual shell.

Expense Management
Use this template in Figr

Template facts

Screen

Form

Primary action

Submit expense

Pattern

Form

State

Default, loading, empty, error, permission, success

Design system

Adaptable product UI theme

What this screen helps users do

Product teams need a clear “Submit expense” action without losing sight of this month, pending and the affected records. Keep the decision and its outcome clear before moving to the next task.

Key elements

  • Primary action: Submit expense is clearly available where the task happens.
  • Main view: Expenses keeps the starting point obvious.
  • Connected view: Cards supplies nearby context.
  • Metric: This month is visible with a meaningful value.
  • Another signal: Pending helps people judge what to do next.
  • Representative record: AWS · Infrastructure makes the example specific.
  • Second record: Delta · Travel shows the pattern works beyond one item.

States worth designing

  • Missing required details; show what people can do instead of leaving a blank panel.
  • Loading expenses without changing the layout unexpectedly.
  • Invalid or conflicting entry; explain the problem and preserve work.
  • Permission denied for cards; clarify who can continue.
  • Success after choosing Submit expense; confirm the result and the next step.
  • Network or data refresh failure; offer a retry without losing context.

Where this screen sits in the flow

Expenses → Cards → Submit expense → Review outcome

Patterns used

Form, Expenses, Cards, Approvals, accessible states, contextual actions

Why these choices work

Put requirements beside each field and show validation near the source of the error. Keep entered details if saving fails.

In this design, people should be able to compare AWS · Infrastructure with Delta · Travel. Make this month clear, then use pending to explain whether the next step needs attention.

Before handing this to a designer or engineer, check keyboard focus, error copy, permissions and what happens after they choose the “Submit expense” action. The happy path alone is not enough.

Related UI examples: Invoice Management, Budget Planning, Subscription Billing.

Start from this in Figr

Design a expense management screen for our existing software product. Use our real design-system tokens, components and product language. Show Expenses and Cards, include believable records such as AWS · Infrastructure, and make submit expense easy to find. Map loading, empty, failure, permission and success states before you create editable high-fidelity screens.

Open Figr