TrailheadGuide Accounts & PaymentsExpense reimbursements
GR-01Review and payment

Reimburse a Guide Expense

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

Use a sample guide account to follow one reimbursement from the guide's expense to Finance's payment.

Before you start

Guide
A sample guide with an active season account
Finance
A person who can pay bills in SettleWise

Run the scenario

  1. 1GuideTrailhead Mobile · Profile > Account > Submit expense

    Submit two sample expenses with a receipt photo.

    Expected evidence

    Both show Pending reimbursement with Edit and Remove.

  2. 2AccountsSettleWise · Notifications and Payouts > Bills

    Open the notification and review the guide's reimbursement.

    Expected evidence

    The bill lists both expenses with their receipt.

  3. 3AccountsSettleWise · Payouts > Bills

    Remove one expense with a reason, then pay the bill.

    Expected evidence

    The guide sees one expense Reimbursed and the other Rejected with the reason.

Scenario completed

Finance has paid the reimbursement.

Expense
Not submitted→Pending reimbursement
Expense
Pending reimbursement→Rejected with the reason
Expense
Pending reimbursement→Reimbursed

If it does not match

  • Once any payment is recorded on the bill, its expenses can no longer be edited or removed.