Public Submission Link

Goal

Give outsiders a way to send a claim without signing in, and control who can use it.

This page has two parts. Read For the person submitting a claim if you received a link. Read For the administrator if you manage the link.

Before you begin

Steps

For the person submitting a claim

You need the link your organisation gave you. You do not need a Winlium login. A staff member checks your claim before anything is paid.

1. Open the link

   Open it in your browser. The page is headed File an Expense Claim. If you see Invalid Link or Link Error, see the end of this page.

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   The File an Expense Claim page with the two choices I work here and I'm an outside contractor/vendor

   1. 1Choose who you are first.

2. Say who you are

   Under Which best describes you? choose I work here or I'm an outside contractor/vendor. The rest of the form shows only after you choose. If you skip it: Please choose one of the options above.

3. Enter your details

   Fill in Your name (required), and the optional fields described below.

4. Describe the claim

   Type a Claim title and, if you wish, extra notes.

5. Add each item

   Under Line items, fill in one block for every item or trip. Select + Add another line for more.

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   A line item with date, category, amount, receipt photo and description filled in

   1. 1Date and category.
   2. 2Attach a receipt photo or PDF.

6. Send it

   Select Submit Claim. The button shows Submitting…. When it works you see Claim Submitted and a reference code. Write the code down.

What the form asks:

Every line you add must be complete. To drop a line select Remove; it shows only when there is more than one line. If any field is missing when you submit, a banner says Please fix the highlighted fields below before submitting.

Receipts. While a file uploads you see Uploading receipt…, then Receipt attached: and the file name. Only JPEG, PNG, GIF and PDF files up to 10 MB are accepted. If you pick another type, such as WebP or HEIC, or a file over 10 MB, the form can still show Receipt attached even though the file was not stored. Use a JPEG or PDF under 10 MB, and tell the reviewer if you are unsure the receipt arrived.

After you submit. You see Claim Submitted, your reference code, and the text: Keep this code for your records. A staff member will review your claim — there is no login to check its status with, so please contact the organization directly if you need an update. No email or text message is sent. Reloading the page gives a blank form.

If it fails, a red box shows the reason or Failed to submit claim. Please try again. Possible reasons:

The Invalid Link page says: This link is invalid. Please check it and try again. It appears when the address has no code in it.

For the administrator

1. Choose what visitors see

   Open Administration > Expense Settings. In Public Submission set the brand name, logo, Categories a Public Visitor May Select, Max Submissions Per Day (default 20), the External-Payee Workflow and the External Payee Payable Account. Save. See Expense Settings, which also explains that the Administration card opens a second settings page you should not use.

2. Generate the link

   In the Public Submission Link panel select Generate Link. The link shows in a box with a copy button. The status reads Active.

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   Public Submission Link panel with an active link, a copy button, Rotate Link and Disable Link

   1. 1The link and its copy button.
   2. 2Rotate Link and Disable Link.

3. Share it

   Copy the link and send it to the people who should use it.

4. Replace it when needed

   Select Rotate Link to make a new link. The old link stops working at once for anyone who still holds it. Rotating also switches a disabled link back on.

5. Switch it off

   Select Disable Link. The status reads Disabled and visitors see the Link Error page. Generate again to switch it back on.

Neither Rotate Link nor Disable Link asks you to confirm. The link does not expire on its own. You can open Expense Settings later and see the same link again.

Things to know as the administrator:

• The daily limit is for the whole organisation. It counts every claim sent in the last 24 hours, from anyone, including claims you rejected. When it is reached, nobody can send a claim until the count falls.
• There is no CAPTCHA and no check of a phone number or email. Every claim is reviewed by hand before it can become an expense, so nothing is paid because of a submission alone.
• The form also limits each device or network address to a small number of page loads and sends in a quarter of an hour.
• Bank details are never collected on the form. Your reviewer adds them.
• The currency sign on the form is the naira (₦) for every organisation.

Field reference

The two parts above hold the fields. Administrator fields on the settings page are listed on Expense Settings.

Statuses and what happens next

A submitted claim gets a reference with the prefix PUB and starts as NEW in Awaiting Triage on Review Public Submissions. A reviewer matches it to an employee or an external payee, then converts it to a draft expense, or rejects it. Nothing reaches approval or the ledger before conversion.

Ledger impact

Approvals

None on this page. After conversion the draft goes through the normal approval flow. See Workflows and approvals.

Reverse or void

A sender cannot withdraw or edit a claim. A reviewer can reject it. An administrator can disable the link at any time.

Who can do this

Anyone with the link can submit a claim. No permission is needed. To see the link you need admin:expense-settings-public-submission-link:read, to generate or rotate it admin:expense-settings-public-submission-rotate-token:create, and to disable it admin:expense-settings-public-submission-deactivate:create. See Roles and permissions.

Nigerian notes

If something goes wrong

More messages are on the Expense troubleshooting page.