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💰 Reimburse and bookkeep an expense claim - AO & Controller only

This article is for Account Owners and Controllers.

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After reviewing expense claims, Finance teams can take over.

Here's how Spendesk can help you manage expense claims:

Review and validate the claims

When a manager approves an expense claims request, it appears under the Expense Claims > Review tab for Controllers to check. Accounting and Finance teams can review all related information prior to reimbursing the claim.

All expense claims waiting to be reimbursed are in the Review tab. From this tab, controllers can easily validate or reject claims, and even handle multiple expense claims at once.

Reimburse your employees

Once Expense Claims are marked as "reviewed", they move to the Expense Claims > Reimburse tab.

There are 3 ways to reimburse your employees:

When you export the list of expense claims to be reimbursed by your bank, 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.

You can also download a file in XML format (on the History tab) if you selected .CSV in the previous step by mistake (provided the supplier's IBAN is added and part of the SEPA region).

However, if you have already selected the XML/CSV option to pay, confirmed and then change your mind, it is not possible to cancel the option to pay 'by transfer from Spendesk' anymore. You'll have to process the XML/CSV batch manually on your bank account.

Important: 1 expense claim = 1 refund. If you have 35 pending expense claims, the requester will receive 35 incoming transfers.

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

There are two possibilities - either the bank of the closed account will have to be asked to transfer the funds received (if they do not do so automatically), or the funds will be rejected.

Bookkeep expense claims

Reimbursed expense claims then move over to the Payments section, with the rest of your Spendesk payments.

Quick video overview:

More information:

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