The claim step is where a partner proves what they spent. Configuring it decides what proof they attach, how the claim lands in your CRM, who approves it, and how long they have. This guide sets up the whole step from the fund’s edit mode.Proof of expense is what reimbursement rests on, so the claim step deserves a deliberate setup: a form that captures the amount and the receipts, a CRM automation that records the claim against the project, approval gates that clear the routine claims and route the rest, and a submission window that keeps claims timely. All of it is no-code, and the step can be switched off entirely if your program does not collect claims.
What you’ll achieve
A claim step where partners submit an amount with proof-of-spend attached, the claim lands as a CRM record drawing down the approved budget, an AI review plus your approvers decide it, and a claim window bounds when it can be submitted.Before you start
1
Have an approved project to claim against
Claims file against an approved proposal. See Configure the proposal step.
2
Confirm your CRM is connected
The claim’s CRM automation needs a connected CRM. See CRM Automations.
Watch it
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Steps
Open the claim step
1
Open the fund in edit mode
Go to Marketing Funds, open the fund, and use Configure. Open the Claims step. A switch at the top of the step turns it off entirely if your program does not collect claims.
Build the claim form
1
Confirm the intake form
The Intake form section shows the claim form bound to the step. Select Go to form to open it in the no-code builder.
2
Capture the amount and the proof
On the Form builder tab, keep the amount and date fields and the upload field partners use to attach receipts and invoices as proof of spend. Add any fields your finance team needs; everything is drag-in, no code.
3
Map the claim to the CRM
On the Automation tab, the claim automation maps each field to a CRM property and records the claim against the project, so approved claims draw down the approved budget. See CRM Automations.
Set the approval gates
1
Turn on the AI review
Enable the agentic review so straightforward claims auto-approve above a certainty threshold and the rest escalate - so a stack of small, well-documented claims does not sit in a queue.
2
Add sequential human acceptance steps
Under Acceptance steps, use Manage acceptance steps to set who signs off, in order. Each approver can be a person, a partner-team role, or anyone; each step must accept before the next. Only approved claims count against the budget.
Set the claim window
1
Set the submission window
Set the Claim submission window - how long partners have to submit proof after the activity, measured relative to the activity date or as a fixed date - then Save.
Verify it worked
Open the Claims step and confirm its form (with the proof upload), acceptance steps, and submission window are set. A test claim submitted against an approved project lands as a CRM record with its attachment, runs the AI review, and routes to your approvers; once approved it draws down the budget.Related
Proof of Expense
Why claims are the auditable statement of reimbursable spend.
Run the MDF lifecycle
Operate the whole flow, from proposal through reimbursement.
CRM Automations
How the claim form maps and records against the project.