How to request reimbursement
Audience: Requesters
Use a reimbursement to claim back money you have already spent on the organisation's behalf.
Reimbursement or expense report?
A reimbursement is a standalone repayment request. If you have receipts and several items to claim at once, an Expense Report (Expenses → Expense Reports) is usually better, because it groups the items and separates reimbursable from non-reimbursable amounts.
Creating the claim
Go to Requests → Reimbursement.
Select Create Reimbursement.
Complete the form, giving the business purpose, date, amount and category.
Confirm the total, then submit.
Tracking your claim
The Reimbursement page counts Total Reimbursements, Pending Requests, Inactive Requests and Declined Requests. Search, Filter and Export sit above the list, and the Action Required tab shows anything waiting on you.
Note: Reimbursement uses Inactive rather than Approved in its summary cards. If you are reconciling numbers across modules, do not assume the labels match.
Good practice
Claim promptly — approvers have more context when the spend is recent.
If the recorded amount differs from the receipt, explain why.
Respond quickly to anything returned or declined; the comments thread explains what is needed.
Steps
Open Requests → Reimbursement and select Create Reimbursement . Enter Amount Spent and a clear description. Select Date Spent and the Expense Category. Optionally upload proof of spend. JPG, PNG, GIF, and PDF are accepted up to 2 MB each. Confirm the Readiness panel and select Submit Request .
Use an Expense Report instead when several expense items need to be grouped and split between reimbursable and non-reimbursable totals.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
Screen guide
Requester reimbursement form showing amount spent, description, date, proof of spend, and category.
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