Expense claim wire transfer statuses explained
Track the progress of an expense claim reimbursement sent by wire transfer directly from Spendesk, from scheduling to payment. Each status tells you exactly where the transfer stands and what happens next.
For: Account Owners and Controllers on companies reimbursing expense claims via wire transfer from Spendesk.
Before you start
Roles: Controllers schedule reimbursements. Only the Account Owner can confirm or reject a wire transfer.
Feature activation: The "Reimburse from Spendesk" option must be enabled in Settings > Company Settings > Payment methods.
Currency: Wire transfer reimbursement from Spendesk currently supports EUR and GBP wallets.
Security phone number: The Account Owner must have a phone number set in Avatar > My profile to receive the confirmation code needed to approve a transfer.
👥 Roles: Only the Account Owner can confirm or reject a scheduled wire transfer. Controllers can cancel a transfer before its execution date from Expense Claims > History.
Check the status of a wire transfer
Navigate to Expense Claims > History.
Locate the reimbursement you want to check.
View its current status in the Status column.
The different wire transfer statuses
Status | What it means | What happens next |
Waiting for confirmation | The Controller scheduled the transfer and it is waiting for the Account Owner's approval. | The Account Owner must confirm or reject it in Expense Claims > Confirm. |
Pending | The Account Owner approved the transfer. It will be executed on the chosen execution date. | The transfer runs automatically on the execution date. |
Processing | Spendesk's banking partner is executing the transfer. | The employee receives the funds within a few days. |
Paid | The employee has received the reimbursement in their bank account (expense report, meaning the employee's spending claim). | No further action needed. |
Cancelled | The Account Owner or the Controller cancelled the transfer from Expense Claims > History before its execution date. | The related expense claims return to the Schedule reimbursements step, ready to be rescheduled. |
Rejected | The Account Owner declined the transfer from Expense Claims > Confirm and provided a justification. | The related expense claims are rejected. The employee is notified of the rejection and its reason. |
Failed | Spendesk's banking partner could not process the reimbursement, due to insufficient funds or incorrect bank details. | The related expense claims return to the Schedule reimbursements step. |
💡 Tip: As long as the execution date has not passed, you can cancel a wire transfer from Expense Claims > History to send it back to the Schedule reimbursements step.
Troubleshooting
Symptom: The status stays on "Waiting for confirmation" for several days.
Cause: The Account Owner has not yet reviewed or confirmed the transfer.
Resolution:
Ask the Account Owner to go to Expense Claims > Confirm.
Review the reimbursement details.
Enter the confirmation code sent to their security phone number to approve the transfer.
Symptom: The status shows "Failed".
Cause: Insufficient funds in the company wallet, or incorrect employee bank details in Spendesk.
Resolution:
Check the available balance in Settings > Your wallet.
Verify the employee's bank details in Settings > Organization > Members.
Correct any errors, then reschedule the reimbursement from Expense Claims > Schedule reimbursements.
Symptom: The status shows "Rejected" and the employee is asking why.
Cause: The Account Owner declined the transfer from Expense Claims > Confirm and gave a reason.
Resolution:
Ask the Account Owner for the rejection reason, which is shared with the employee automatically.
If the expense is still valid, ask the employee to resubmit the expense claim for review.
Related articles