Travel Expense Registration

HLF and Blindeforbundet both identified travel expense registration as a core operational need. Current manual reimbursement processes - paper forms, spreadsheets, manual aggregation - create significant overhead for peer mentors and coordinators and lead to delayed or lost claims. Digitizing expense capture within the activity flow eliminates duplicate entry and ensures accurate, auditable cost records without extra steps. Threshold-based auto-approval removes the bottleneck for the majority of routine low-value claims. Peer mentors benefit from faster reimbursements and a single tool for all reporting. Organizations gain a complete, auditable expense history that feeds directly into accounting exports and compliance reporting for Bufdir-funded activities.

Implement as a Flutter form screen accessible from the activity detail view. Expense amounts, types, and distances are validated client-side before submission. Auto-approval executes server-side in the Next.js API layer: claims below the org-configured km threshold and lacking receipt attachments are auto-approved; others are queued for manual review via /api/v1/expenses with role-scoped access. The Dart data model maps to the expenses and expense_types database tables. Riverpod providers manage expense state with optimistic writes persisted via the Drift mutation outbox for full offline support. Accounting export integration to Xledger (Blindeforbundet) and Dynamics (HLF) must be considered in the data model from the start to avoid costly migrations later.