Best setup for General Expense Reimbursement?

[Amir Hakakian]

Hi everyone,

We are looking to build a general Employee Expense Reimbursement process using Jira Service Management (JSM). Since we have a relatively low volume of monthly requests, we are trying to avoid heavy and expensive platforms like Concur and manage it natively (or semi-natively) in Jira.

We mapped out a concept using JSM Forms and Jira Automation, but I would love to hear if anyone has implemented something similar and how you bypassed some of the native limitations.

Our Core Requirements & Challenges:

1. Multiple Expense Lines + Receipts (The UX Challenge): Employees need to submit multiple expenses (category, amount, currency, receipt) in one single request. Since native JSM Forms lack a dynamic "Add Row" table that supports file attachments per row, we are currently planning to use Conditional Sections (Expense 1, Expense 2, etc.) to capture the data. Has anyone found a more elegant UI/UX for this?

2. Dynamic Currency Conversion: We handle multiple currencies (USD, ILS, GBP). We plan to use Jira Automation (Send web request) to fetch daily exchange rates from a public API, calculate the conversion based on the employee's site, and update a total sum field.

3. Line-Item Approvals: Finance needs the ability to approve/reject specific receipts, not just the entire report, and edit an "Approved Amount" field for policy exceptions. To do this, Automation will split the submitted form into individual Sub-tasks (or Linked Tasks in a separate Finance project).

4. ERP Export: Exporting the final, approved individual expense lines as a CSV to import into NetSuite (Journal Entries).

My Questions for the Community:

• Has anyone implemented a similar general expense reimbursement flow?

• Did you stick purely to native JSM + Automation, or did you find specific Marketplace apps (e.g., ScriptRunner, Elements Connect, or a dedicated Grid/Table app) that made the form submission and currency calculations significantly easier?

Thanks in advance for your insights!

[Amir Hakakian]

Hi,

Why i can't see Duong Nguyen Hong comment? We are ok with reviewing some add-ons that can allow us to answer this use case,

Doung did you deleted your reply?

Also Doung if you'll see it... can we allow aditing the table grid via the portal ticket?

I don't want to provide any additional JSM Agents licenses..

you can add your reply again...

Thanks,

Amir

[Duong Nguyen Hong]

Hi @Amir Hakakian

My comment was deleted by @Dave Rosenlund _Trundl_....

Anyway, thank you so much for reaching out and raising a ticket with us via our Portal! I’ll do my best to provide you with the best possible support.

Many thanks,
Duong

[Dave Rosenlund _Trundl_]

Hi, @Duong Nguyen Hong (& @Amir Hakakian). I did not delete your reply. I only commented on it. And as I pointed out in my reply, you are not following the guidelines for Atlassian partners. I suspect it was deleted by a moderator because you’re not following those guidelines.  One big example, is you do not have a partner badge. Partners are supposed to be clearly identified as partners, like me. 

Best of luck to both of you . I hope you will read and abide by the guidelines, Duong. And, I hope Amir reaches a solution with your product.  

[Aron Gombas _Midori_]

As for the ERP Export part of the story, considering that automation is a key objective, you may find the Better Excel Automation app useful.

It can automatically produce a customizable Excel spreadsheet from your Jira data, which can be then auto-converted to CSV for the NetSuite import.

(Discl. this app is developed and supported by our team.)

[Amir Hakakian]

Hi Aron,

Thanks but it is not the main objective of this need... I want to see how anyone solve or implement the idea of the Expense Reimbursement with dynamic lines

Thanks,

Amir