Reimbursements

This screen is where you approve, batch, and pay out expenses that field users have submitted for reimbursement. It is organized into three tabs: Pending review, Awaiting reimbursement, and Recent.

What you can do here

Pending review groups submitted expenses by the user they're owed to. Click a user to expand their list, check the ones you want to act on, then use "Approve selected" or "Decline selected" to handle several at once.

Awaiting reimbursement groups approved expenses, again by user, that are waiting to be paid. Each row shows the user, how many expenses, and the total amount. Click "Pay batch" next to a user to open the payment dialog.

Recent lists reimbursement batches paid out in the last 30 days, showing the payee, expense count, paid date, total, and status. Click a batch to open its detail view, which lists every expense in it. If a batch hasn't been paid yet (still draft, approved, or pending), you can cancel it from this detail view, which returns its expenses to the queue.

Steps

To pay out a user's approved expenses:

1. On the Awaiting reimbursement tab, find the user and click "Pay batch."
2. In the dialog, review the list of pending expenses. Use "Select all" or check individual rows to choose which ones to include. The running total updates as you select.
3. Choose a payment method (Cash, Check, or Bank transfer / manual).
4. Optionally enter a reference number (check number, transfer ID) and notes.
5. Click "Pay amount" to draft the batch and record the payment in one step.

To approve or decline expenses awaiting review:

1. On the Pending review tab, click a user to expand their submitted expenses.
2. Check the expenses you want to act on.
3. Click "Approve selected" or "Decline selected."

Related

• /billing/expenses
• /billing/expenses/report