Expense reimbursement BPMN diagram example

Expense reimbursement is a compact BPMN example of policy checks plus approval routing — small, but it exercises validation, decisions and a return loop.

The process in plain English

An employee submits an expense claim with receipts. Finance checks it against policy. Compliant claims under a threshold are approved by the line manager; larger ones also need finance approval. Approved claims are paid; non-compliant or rejected claims are returned to the employee to fix or withdraw.

Steps and their BPMN elements

The middle column names each BPMN element; the BPMN symbols and shapes reference shows what each one looks like.

Step	BPMN element	Lane
Claim submitted	Start event	Employee
Validate receipts vs policy	User task	Finance
Policy compliant?	Exclusive gateway	Finance
Over threshold?	Exclusive gateway	Finance
Manager approval	User task	Manager
Finance approval (large)	User task	Finance
Approved?	Exclusive gateway	—
Reimburse employee	Service task	Finance
Return with reason	Send task	Finance
Expense paid	End event	—
Claim returned	End event	—

Key modelling points

• Two sequential gateways: policy compliant? then over threshold? — keep them distinct rather than one tangled decision (see common mistakes).
• The return path loops non-compliant claims back — a realistic touch.
• Validation stays a user task; the gateway only routes on its result.

Generate your own expense workflow

Describe your expense policy and approval limits to BPMN Studio for an instant, editable BPMN 2.0 diagram. More templates · invoice approval example.