ClaimGuard

A comprehensive enterprise expense management system built on the Workday platform for Avo.ai. ClaimGuard follows a multi-tier workflow design for submitting, tracking, and processing employee expense reimbursements.

Overview

ClaimGuard is a full-stack expense reporting system that provides:

• Multi-tier Workflow: Complete expense submission and approval process
• Financial Controls: Multi-dimensional expense allocation using cost centers, funds, and worktags
• Audit Compliance: Required fields and receipt thresholds ensure regulatory compliance
• User-Friendly Interface: Clean, intuitive design with progressive disclosure
• Real-Time Validation: Automated checks for receipt requirements and financial coding

Key Features

1. Dashboard/Home Screen

• Personalized welcome interface
• Inbox widget with pending tasks and notifications
• Quick-access application launcher with tiles (Favorites, Career, Payroll, Absence, Purchases, Expenses, Benefits)
• Avo.ai institutional branding

2. Expense Hub

• Actions: Create/Edit Expense Reports and Spend Authorizations
• Views: Access to all reports, authorizations, and payment preferences
• Recent Activity: Historical expense reports with status tracking

3. Create Expense Report

• Comprehensive expense report form with real-time totals
• Required fields validation (Business Purpose, Memo, Receipts for $75+)
• Support for multiple expense lines
• Draft saving capability
• Tab-based interface for expense lines and attachments

4. Expense Line Detail

• Granular expense item tracking with automatic calculations
• Mileage calculation with standard IRS rates ($0.545/mile)
• Financial allocation with cost centers, funds, and worktags
• Receipt attachment support (file upload)
• Business reason documentation

Technology Stack

Backend

• Node.js with Express - REST API server
• TypeScript - Type-safe backend code
• MongoDB with Mongoose - Data persistence (optional)
• JWT - Authentication tokens
• Multer - File upload handling

Frontend

• React with TypeScript - Component-based UI
• React Hooks - State management
• CSS Modules - Component styling
• Responsive Design - Mobile and desktop support

Quick Start

See SETUP.md for detailed installation instructions.

# Backend
cd backend
npm install
npm run dev

# Frontend (in another terminal)
cd frontend
npm install
npm start

Visit http://localhost:3000 to access the application.

System Architecture

┌─────────────────────────────────────────────────────────────┐
│                        Frontend (React)                      │
│  ┌─────────────┐  ┌──────────────┐  ┌──────────────────┐   │
│  │  Dashboard  │  │ Expense Hub  │  │ Expense Reports  │   │
│  └─────────────┘  └──────────────┘  └──────────────────┘   │
└────────────────────────────┬────────────────────────────────┘
                             │ REST API
┌────────────────────────────┴────────────────────────────────┐
│                      Backend (Node.js)                       │
│  ┌──────────────┐  ┌───────────────┐  ┌─────────────────┐  │
│  │  Controllers │  │    Routes     │  │   Middleware    │  │
│  └──────────────┘  └───────────────┘  └─────────────────┘  │
│  ┌──────────────────────────────────────────────────────┐  │
│  │                  Models (Mongoose)                    │  │
│  └──────────────────────────────────────────────────────┘  │
└────────────────────────────┬────────────────────────────────┘
                             │
┌────────────────────────────┴────────────────────────────────┐
│                      Database (MongoDB)                      │
│     Expense Reports  •  Spend Authorizations  •  Users      │
└─────────────────────────────────────────────────────────────┘

Business Rules

Expense Validation

• Business purpose is mandatory
• Memo is mandatory for all reports
• Receipts required for expenses over $75
• All expense lines must have valid financial coding

Financial Coding

• Cost Center (required) - Department or unit identifier
• Fund (required) - Funding source classification
• Worktags (required) - Additional program/project allocation
• Grant, Designee, Detail Code, Student Organization (optional)

Workflow States

1. Draft - Initial state, editable by employee
2. Submitted - Sent for approval, locked for editing
3. Approved - Manager approved, ready for payment
4. Rejected - Denied with reason, can be revised
5. Paid - Payment processed

API Documentation

Expense Reports API

Create Expense Report

POST /api/expenses/reports
Content-Type: application/json

{
  "userId": "user_id",
  "employeeName": "John Doe",
  "reportDate": "2024-01-15",
  "businessPurpose": "Conference",
  "reimbursementPaymentType": "check",
  "memo": "Annual tech conference",
  "expenseLines": [...]
}

Submit Expense Report

POST /api/expenses/reports/:id/submit

Spend Authorization API

Similar endpoints for spend authorizations at /api/spend/authorizations/*

Security Features

• Rate Limiting: API endpoints protected with configurable rate limits
  • General API: 100 requests per 15 minutes
  • Write operations: 20 requests per 15 minutes
  • Authentication: 5 attempts per 15 minutes
• Input Validation: Server-side validation for all data inputs
• Receipt Enforcement: Mandatory receipts for expenses over $75
• Audit Trail: Complete logging of all state changes
• Financial Validation: Multi-dimensional expense allocation checks
• Secure File Uploads: Type validation and secure storage handling

Development

Project Structure

ClaimGuard/
├── backend/              # Node.js backend
│   ├── src/
│   │   ├── models/      # Mongoose schemas
│   │   ├── controllers/ # Business logic
│   │   ├── routes/      # API endpoints
│   │   └── utils/       # Helper functions
│   └── package.json
├── frontend/            # React frontend
│   ├── src/
│   │   ├── components/  # React components
│   │   ├── types/       # TypeScript definitions
│   │   └── App.tsx      # Main application
│   └── package.json
├── README.md
└── SETUP.md

Code Style

• TypeScript strict mode enabled
• ESLint for code quality
• Functional React components with hooks
• RESTful API design patterns

Contributing

1. Fork the repository
2. Create a feature branch (git checkout -b feature/amazing-feature)
3. Commit your changes (git commit -m 'Add amazing feature')
4. Push to the branch (git push origin feature/amazing-feature)
5. Open a Pull Request

License

This project is part of the ClaimGuard expense management system.

Support

For issues and questions:

• Create an issue in the repository
• Contact the development team
• Refer to SETUP.md for troubleshooting

Acknowledgments

Built for Avo.ai based on Workday expense management workflows.