In Naarvin, employees claim expenses with a receipt for each line, and each claim is checked against your policy and approved by someone other than the claimant. Custody advances and petty cash funds are tracked from issue to close: every top-up needs a second person, every settled claim reduces the balance, and a fund closes only at zero. Naarvin records what happened; it never moves money.
Why are expenses and custody so hard to control?
Expense claims and custody (عهدة) are small amounts with a lot of paper. Receipts go missing, claims arrive months late, the manager who approves a claim is sometimes the person who made it, and custody balances sit open for months because nobody can say what was spent.
- Receipts are photographed, emailed and lost.
- Policy limits exist on paper but nobody checks them line by line.
- Custody advances stay open long after the trip or project ended.
- Petty cash is replenished without anyone checking what it was spent on.
- The same person requests, approves and settles.
How do expenses and custody run with Naarvin?
- Set the policyDecide when a receipt is required, how old an expense may be, and the limit per category.
- Claim with receiptsAn employee, or someone on their behalf, enters each expense with its date, category, merchant, amount and VAT, and attaches the receipt.
- Policy checksA line that breaks the policy is flagged to the approver. A missing required receipt stops the claim from being submitted.
- Approval by someone elseThe approver is never the person who submitted the claim, nor the claimant.
- Settle itRecord how the employee was made whole: reimbursed outside Naarvin with the payment reference, or set against a custody advance or petty cash fund they hold.
- Close the custodyCustody advances and petty cash funds show issues, top-ups, expenses and returns. A fund closes only when its balance is zero.
How is a custody balance worked out?
The balance an employee still holds is the cash issued plus any top-ups, less the claims settled against it and the cash handed back.
| Step | Who acts | Control |
|---|---|---|
| Request an advance or fund | Employee | Approved by someone other than the requester |
| Top up petty cash | Custodian | Approved by a second person |
| Submit a claim | Employee or someone on their behalf | Policy checks; receipt required where set |
| Approve a claim | Approver | Never the submitter or the claimant |
| Close the fund | Finance | Only at a zero balance |
What do you need to start?
- Your expense policy: receipt rules, time limits and category limits.
- The people who approve claims, and who manages expenses for each company.
- Any open custody advances and petty cash funds, with their current balances.
- Your accounting system connected, so claims sit alongside the ledger.
Who is this for?
Companies with field teams, project sites or branches that run on custody and petty cash, and any business where employees spend company money and claim it back. A small team with a company card and a single approver may manage with less.
Questions people ask
Does Naarvin pay employees back?
No. Naarvin never moves money. You reimburse the employee as you do today and record the payment reference, or set the claim against a custody advance or petty cash fund.
Can a manager approve their own claim?
No. The approver can never be the person who submitted the claim, nor the person claiming.
What happens if a receipt is missing?
If your policy requires a receipt for that line, the claim cannot be submitted until it is attached.
Can someone submit a claim on an employee's behalf?
Yes. An assistant or finance user can submit for an employee, and that submitter still cannot approve it.