The guide pays field costs with personal money and records each real expense once in its original currency, with the receipt photo. The expense joins the guide's reimbursement, Finance is told, and the guide can still edit or remove it until Finance starts paying.
Track
Personal expenses & reimbursement
Phase
Guide account
Starts with
A reimbursable field cost has already occurred and the guide has the source details or receipt.
Ends with
The expense shows Pending reimbursement and stays editable until Finance starts paying
The guide pays field costs with personal money and records each real expense once in its original currency, with the receipt photo. The expense joins the guide's reimbursement, Finance is told, and the guide can still edit or remove it until Finance starts paying.
A reimbursable field cost has already occurred and the guide has the source details or receipt.
Match the amount, original currency, effective date, type, and note to the real event.
This is the key moment: use the source event and evidence; never manufacture an offset to make the total look right.
Approval, reimbursement, payment, adjustment, and reversal remain distinct and preserve history.
Reviews the account, supplies real field context, and avoids duplicate or compensating entries.
Reviews evidence, explains movements, and owns approvals, corrections, payouts, and settlement.
Season summary, settlement readiness, original-currency expenses, reimbursement status, paid-out total, and dated movements.
Why: understand what happened and what remains open
The evidence and movement history needed to review, approve, reimburse, correct, pay, or settle.
Why: preserve an explainable ledger
The Guide account is an explainable ledger, not cash on hand; source workflows prove events and finance owns approval and settlement.