Every expense a guide submits joins that guide's open reimbursement in SettleWise Payouts > Bills. Finance checks each line and its receipt, removes a wrong one with a reason, and pays the reimbursement with the usual Pay action. The guide sees each expense move from Pending reimbursement to Reimbursed, or to Rejected with the reason.
Track
Expense reimbursements
Phase
Review and payment
Starts with
A guide expense joins the guide's reimbursement
Ends with
Finance paid the reimbursement and the guide sees every expense's result
A guide submits two field expenses during the week. Finance opens the notification, sees both lines on the guide's reimbursement with the receipt, removes a duplicate with the reason "Duplicate", and pays the remaining total. The guide's Account shows one expense Reimbursed and the duplicate Rejected.
A guide submitted a field expense paid with personal money.
The expense joins the guide's open reimbursement for that currency and season, and Finance gets a notification that opens it.
In Payouts > Bills, the Guide reimbursements filter lists them. The bill shows each expense with its date, note, amount, and receipt.
Only while nothing has been paid. The total goes down, the guide sees the expense as Rejected with the reason, and gets a notification.
Use Pay on the bill, as with any bill. The first payment locks every expense on it; later expenses start a new reimbursement.
Submits each real expense once with its receipt and can still fix or remove it while the reimbursement is unpaid.
Reviews the lines and receipts, removes a wrong line with a reason, and pays the reimbursement.
Each expense in Account movements with Pending reimbursement, Being reimbursed, Reimbursed, or Rejected and its reason, plus Edit and Remove while it is pending.
Why: know what will be paid back and fix mistakes in time
A notification per expense, the Guide reimbursements filter, and each bill's expenses with receipts and a Remove action.
Why: pay back exactly what the guide spent
A guide expense is always the guide's own money paid back. It never reduces an advance or guide debt, and a removed expense keeps its history with the reason.