This feature can be activated in Settings > Company Settings > Payment methods.
Important: The daily limit is 100K EUR/GBP per entity.
How to Reimburse Expense Claims
As a Controller or Account owner, navigate to Expense claims > Schedule reimbursements and select the employees you want to reimburse. Then:
Choose an execution date
Pay today: By default, the selected expense claims have an execution date of the current date. Once the Account owner confirms, the transfer is executed the next morning by our banking partner. Reception is 1-5 days later.
Pay later: You can schedule a transfer for a future date by selecting a custom execution date. Once confirmed by the Account owner, the transfer is executed on the selected date.
Choose to reimburse from Spendesk or your bank account
From Spendesk: By default, the selected expense claims are reimbursed from Spendesk using the funds available in your wallet. As an Account owner, you must add your telephone number to Spendesk to confirm a transfer.
From your bank: You can reimburse employees via a wire transfer from your bank account instead of Spendesk. To do this, choose the XML or CSV reimbursement option.
When you choose to reimburse "From Spendesk," the Account owner is notified by email and must confirm the refund in Expense claims > Confirm. A confirmation code will be sent, and the Account owner must add their phone number to Spendesk to receive it.
Changing Payment Options
If you have already chosen the XML/CSV option to pay, confirmed it, and then change your mind, it is not possible to switch to the "By transfer from Spendesk" option. In this case, you must manually process the XML/CSV batch on your bank account.
Good to Know
If you are based in the SEPA region and have a Euro Wallet, you can add your employees' bank details and download an XML SEPA file if you prefer not to use the "Reimburse via Spendesk" feature.
As long as the execution date has not been reached, you can cancel the wire transfer in Expense claims > History.
If there are insufficient funds in your Wallet, the transfer will likely fail. Make sure to add funds to your Wallet before scheduling reimbursements.
If you disable the expense claim module, Controllers will still have access to the tab and its history (Expense claims > History).
FAQ
1. What happens if I don't confirm the transfer by the execution date?
The transfer will not be processed until it is confirmed by the Account owner.
2. Can I reimburse in currencies other than EUR/GBP?
Currently, this feature supports EUR and GBP reimbursements. Ensure you have sufficient funds in the corresponding Wallet.
3. How do I add my phone number to Spendesk?
Go to Settings > Profile and enter your phone number. This step is required to receive confirmation codes for transfers.