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Reimburse expense claims via XML SEPA

This feature is upon request to your CSM. It is managed by Account owners and Controllers.

Our XML SEPA payment option allows Spendesk customers to reimburse multiple employees or requests at once. This is available to EEA-based companies.

Reimburse several expenses at once

With the XML SEPA feature, you can easily prepare multiple expense reimbursements for several employees at the same time.

Simply:

  1. Ensure that employees fill in their bank details under Avatar > Profile to use this feature.

  2. Navigate to Expense Claims > Schedule reimbursements.

  3. Choose the employees and expenses to reimburse.

  4. Click on Download & Pay - XML SEPA.

  5. If needed, edit the date for the expense reimbursement.

You can then upload the XML SEPA file to your bank's website.

You can choose between two options (XML.v3 or XML.v9). Please choose the recommended option (XML.v3) as this is the one supported by most banks.

Please note that it usually takes a few days for the reimbursement to be processed by your bank.

The reimbursement will appear on your employees' accounts under the label: "ID from Spendesk + employee's name and surname."

You can find previously reimbursed expenses under Expense Claims > History.

SEPA countries

SEPA payments are only used for euro-denominated transactions. In Eurozone countries, the SEPA scheme applies to all bank accounts, including:

  • Austria

  • Belgium

  • Cyprus

  • Estonia

  • Finland

  • France

  • Germany

  • Greece

  • Ireland

  • Italy

  • Latvia

  • Lithuania

  • Luxembourg

  • Malta

  • Monaco

  • Netherlands

  • Portugal

  • Romania

  • San Marino

  • Slovakia

  • Slovenia

  • Spain

FAQ

How do I know if my bank supports XML SEPA?

You can check with your bank or review its online banking options to confirm support for XML SEPA file uploads.

What happens if the XML SEPA file upload fails?

If the upload fails, ensure the file is formatted correctly and that your bank supports XML SEPA. You can also use the .csv option as an alternative.

My bank does not support XML v3 or XML v9. How can I re-download my XML with a different format?

From the history tab, you can click the download icon next to "Paid via bank XML" in order to download a different format and upload it into your bank.

Can I reimburse expenses in other currencies using XML SEPA?

No, XML SEPA is only for euro-denominated transactions.

What happens if the recipient's bank account is closed?

If the recipient's bank account is closed, two scenarios are possible:

  1. The bank of the closed account may transfer the funds to a different account, if arranged.

  2. Alternatively, the funds will be rejected and returned to the sender.

How are multiple expenses per employee handled?

If an employee has multiple approved expense claims, the XML SEPA file creates one consolidated wire transfer per employee. Example: If John has 3 expenses totaling €250, he receives one transfer of €250, not three separate transfers.

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