Proof of Expense

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Where it lives

Proof of Expense sits under MDF, at Marketing Funds.

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Before you start

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How it works

The fund binds a claim form where partners file proof of spend against an approved project. Each submission is a claim record with an amount, a date, and document uploads (receipts, invoices, creative). Approved claims draw down the project’s approved amount, so available budget is always current, and the set of approved claims is the auditable statement of reimbursable spend - there is no separate statements screen.

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Settings & configuration

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The claim form and proof uploads

Edit the claim form no-code. Keep the amount and date fields, and the upload field partners use to attach receipts and invoices as proof of spend. Map each field to CRM properties on the form’s automation; the claim links to its parent project automatically.

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Where claims are stored

Claims are an Introw MDF_CLAIM object by default. You can back them with one of your own CRM objects instead, independently of what stores requests. A CRM-backed claim object needs its own object linking and a field mapping for Amount, Status, and Date, or Introw counts every claim as 0 against the claimed total. See Store MDF requests and claims in your CRM.

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Approval

Claims run through the same approval as any submission: agentic (AI) review that auto-approves routine claims above a certainty threshold, plus sequential human approval steps. Only approved (and auto-approved) claims count against the budget.

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Claim window

Set the claim submission window on the fund’s timeline (for example 30 days after the activity). The claim step can be turned off entirely if your program does not collect claims.

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Where partners claim

Claim links carry the project they belong to, so partners can submit from the portal, a link, or their own AI assistant, and the claim files against the right project.

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How-to guides

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Troubleshooting