Tracking and Managing Reimbursements
The Reimbursement list is where you keep an eye on what your team has been paid back. From here you can find any reimbursement, open it to see the expenses bundled inside, and see at a glance which ones are settled and which were reversed.
Availability depends on your plan and your role.
Find your reimbursements
From the left sidebar, open People, then Reimbursement. The list shows every reimbursement, with the person paid back, the total, the date, and its status.
To narrow the list:
- Search by the person's name or the reimbursement number.
- Filter by status to separate settled reimbursements from any that were reversed.
- Filter by date to focus on a particular period.
Click any row to open the full reimbursement and see the expenses bundled inside it, along with how and when the person was paid.
What happens when you raise one
A reimbursement records the payout at the moment you raise it. You bundle the person's approved expenses, record how you paid them — the payment method, the account the money came from, and the payment date — and save. The reimbursement is then Processed: the person is settled and your books know the money has gone out.
There's no separate sign-off on the reimbursement itself — the spending was already approved on each expense before it was bundled in. The wider record of money leaving the business is covered under Payments Made.
Raise the reimbursement on the day the money actually leaves the account, so the payment date stays honest and your books match your bank.
Understanding the statuses
Each reimbursement carries a status so you can see where it stands at a glance.
| Status | What it means |
|---|---|
| Processed | The reimbursement has been raised and paid out — the person has been settled. |
| Reversed | A reimbursement that was later undone — for example, one raised in error. It stays on record so nothing quietly disappears, but it no longer counts as an amount paid. |
Common tasks
See what a person was paid
Search the list for the employee's name. Their reimbursements group together, so you can see everything they've been paid back and when.
Check what's inside a reimbursement
Click a row to open it. You'll see every approved expense bundled in, each with its own amount, adding up to the total — plus how and when the person was paid.
Undo a reimbursement raised by mistake
If a reimbursement was raised in error, reverse it. It moves to Reversed and stops counting as paid, while staying on record for a clean history.
Common issues
A reimbursement isn't in the list. Check your filters — a status or date filter may be hiding it. Clear the filters and search by the person's name or the reimbursement number.
The total doesn't match what I paid. The total is the sum of the approved expenses bundled into the reimbursement. If it's wrong, the wrong expenses were included — reverse it and raise a fresh one. See How to raise a reimbursement to review which expenses belong.
I reimbursed the wrong person or amount. Reverse the reimbursement so it no longer counts, then raise a fresh one with the correct person and expenses.
Related guides
- How to raise a reimbursement — bundle approved expenses into one payout
- Reimbursement overview — what a reimbursement is and how it fits together
- Expenses — record and approve the spending that gets reimbursed
- Payments Made — money you pay out across the business
Need help? Contact support at support@bizconnekt.com