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