Here's how Spendesk can help you manage expense claims:
Account owners or Controllers (Finance) review and validate expense claims in Expense claims > Review.
From that validation, they can be prepared, exported and reimbursed, or reimbursed, prepared and exported.
Controllers reimburse expense claims with a XML SEPA file, .csv recap, or directly from Spendesk
Review and validate the claims
When a manager approves an expense claims request, it appears under the Expense Claims > Review tab. Accounting and Finance teams can review all related information prior to reimbursing the claim.
All approved expense claims waiting to be reimbursed are in the Expense claims > Review tab. From this tab, controllers can easily validate or reject claims, and even handle multiple expense claims at once.
If an expense claim has been approved by the controller in Review, it can no longer be deleted in Requests.
Reimburse your employees
Once Expense Claims are marked as "reviewed", they move to the Expense Claims > Reimburse tab and Bookkeep > Prepare tab.
There are 3 ways to reimburse your employees:
Download an XML SEPA file and communicate it to your company's bank. It has to be the account mentioned during the KYB process for the file to be processed, or
Export a recap .CSV file and generate manual transfers from your company's bank account.
When you export the list of expense claims to be reimbursed by your bank in Expense claims > Reimburse, they are automatically marked as paid in Spendesk. However, you can always keep track of the expenses that were previously paid by navigating to the History tab. This tab contains all details of previously reimbursed expenses.
Bookkeep expense claims
Expense claims marked as reviewed in Expense claims > Review then appear in both Expense claims > Pay and Bookkeep > Prepare.
Approved expense claims can be prepared in Prepare and exported in Export. They will appear in the purchase and bank journal if they have been reimbursed via Spendesk and only in the purchase journal if they have been reimbursed by .csv or .xml SEPA file.
Reimbursed expense claims move over to the Bookkeep > All Payments section, with the rest of your Spendesk payments.
Don't hesitate to reach out to your customer success manager for more information on our expense claims feature!