Invoices
After confirming an invoice in Review, you might have made a mistake or need to come back on your decision. You can know prevent or correct mistakes by sending the invoice back to the Review step.
To this day, the payment process of an invoice was the following: Review > Schedule > Confirm. Once an invoice was reviewed and confirmed, the invoice in Schedule could not go back to the Review step. This is now possible with Send back to Review.
This feature is available to all customers.
Managing reimbursements and payment methods on Spendesk can involve specific challenges, such as marking reimbursements as 'Prepared' or accessing particular settings for payment methods like wire transfers. Below are practical steps to address frequently encountered payment-related issues.
You cannot send an invoice back to Review if it has already been "marked as ready" or exported.
Missing 'Settings & Billing' Section for Wire Transfer Reimbursement
If you are trying to activate the wire transfer reimbursement feature but cannot find the 'Settings & billing' section in Spendesk, you may encounter a message under Payment Methods prompting you to request activation for this feature. In this case:
Contact Spendesk support and specify the company entity you are working with.
Spendesk support will assist in enabling the feature manually for your account.
However, if it's been "marked as ready" in Prepare but not exported, you can go to the Bookkeep > export tab > choose the invoice period > view > send the payable back to Prepare. Then you'll be able to send the invoice back to Review.
Validated expense claims in Spendesk cannot be reverted to a draft state or rejected once they are confirmed, even if they haven’t been reimbursed yet. This limitation ensures the integrity of financial records and helps maintain a structured workflow. However, there are alternative processes to manage such claims effectively.
Expense claims
If a validated expense claim needs to be addressed before reimbursement, you can follow these structured workarounds:
Navigate to Expense Claims > Schedule tab in Spendesk.
Select the payment by CSV option for the expense claim. This method does not initiate a bank transfer automatically.
Do NOT proceed with the transfer from your bank account.
Export the claim and delete the corresponding entry in your accounting software. Assign a specific and dedicated category (e.g., "Mistake - do not keep in bookkeeping system") to denote such cases for clarity.
However, here's a workaround:
Addressing Expense Claims Already Reimbursed
Accounting Adjustments:
Mark the claim as "Prepared/Exported" in Spendesk, similar to other payments.
Before importing the CSV file to your accounting software, remove the corresponding entry.
Optionally, assign the expense to a dedicated exclusion category (e.g., "Error – exclude from accounting").
Repayment Arrangements:
If the expense claim has been reimbursed in error, arrange repayment directly with the employee using one of the following methods:
Cash repayment
Bank transfer back to the company
Deduction from a future expense claim
Deduction from their paycheck, provided there is mutual agreement.
Always ensure your Spendesk account permissions align with the actions you’re attempting to perform.
Reach out to Spendesk support with clear details about your issue, including screenshots if applicable, to expedite resolution. By following these steps, you can resolve most reimbursement and payment method issues effectively. Should additional difficulties arise, Spendesk's support team is available to assist you further.
Troubleshooting Reimbursements and Payment Methods
Ensure the expense claim has already been marked as reimbursed.
Mark the transaction as 'Prepared/Exported' as you would for other payments.
Before importing your transactions into your accounting software, remove the affected line(s) from your CSV export.
Optionally, assign these entries to a designated expense account (e.g., "Mistake - Do Not Include in Accounting") for better identification and tracking. Even if you proceed with exporting, these entries will remain visible on Spendesk, but they will not affect your accounting if excluded during the import.