The claim approval workflow
A ClaimDS claim moves from draft to submitted to approved or rejected, then posted — with an awaiting-info loop and an immutable factsheet at approval.
A claim is a financial assertion, so it moves through a deliberate review before it becomes money. The path is draft → submitted → approved (or rejected) → posted, with one side-loop for when a reviewer needs more before deciding. Each step is recorded, and approval freezes what was agreed.
A claim under review — the draft-to-posted pipeline, with approve, reject and withdraw.
Build and submit
A claim starts as a draft, where the operator adds its lines from the amounts ClaimDS already holds. Once it has at least one line, the operator submits it for review. Resubmitting a previously rejected claim with no actual changes is blocked, so review time isn't wasted on identical re-tries.
Approve or reject
A manager or admin then decides: approve or reject (a rejection carries a reason). On approval, ClaimDS renders an immutable factsheet — a frozen record with a fingerprint of exactly what was approved — and sets up the settlement for the claim types that settle. A rejected claim goes back to draft for the operator to fix or drop.
The awaiting-info loop
Sometimes a reviewer needs more before deciding. They can move the claim to awaiting info with a note about what's needed. The operator supplies the evidence and resubmits, and the claim is looked at fresh. This is a request for support, not an edit of the figures.
Posting
Once approved, the claim is posted by the calculation engine — a system step, not a person — which books the accrual. For a dispute, an approved claim instead becomes recovered when the deduction is recovered. The factsheet rendered at approval stays the record throughout.
Related
Frequently asked
Can the same person submit and approve a claim?
Separation comes from roles — operators submit, managers approve. Submit and approve are gated by different permissions, so set your roles so a claim isn't raised and signed off by the same person.
What does awaiting info mean?
A reviewer has sent the claim back for more evidence rather than deciding it. The operator supplies what's asked and resubmits; the claim is then looked at fresh, not against a stale snapshot.
What is created when a claim is approved?
An immutable factsheet with a fingerprint, capturing exactly what was approved, plus a settlement set up for the relevant claim types. The factsheet is never edited afterwards.
Still stuck?
Book a demo and we'll walk through it on your own data — or just talk to us.