You can reimburse expense claims directly from Expend. A payment is made to the user from your business bank account. You need the Admin or Financial Reviewer role to do the following.
Getting started
Add employee bank details
Before you can reimburse your employees, you need to provide their bank details.
In the sidebar menu, under REIMBURSE, click Bank Details.
Click Add bank details.
Select the user, and enter the details of their bank account to which payments will be made: account name, sort code and account number.
Click Add bank details to save the details.
To edit details that have been saved previously, click Edit.
Set the bank you will be paying from
In the sidebar menu, under REIMBURSE, click Pay Employees.
Go to the Company Bank dropdown in the top right.
Click Add bank account.
Fill in the bank account details.
Click Add institution to save.
You can add multiple bank accounts if needed.
Pay Employees
ℹ️ Note: Some banks don’t support paying more than one user at a time (bulk payments). If this is the case with your bank, you can select multiple expenses to reimburse, but only for one user.
In the sidebar menu, under REIMBURSE, click Pay Employees.
All users with approved but unpaid expense claims are shown.
You can use Filter at the top right to refine which expenses are shown.
Click a user and select the expense claims you want to reimburse.
Note the following:You can select multiple expenses for different users.
You can also click Add all to queue to select all expenses.
Total amounts per user are added to the Payment Queue on the right.
Ensure the Company Bank is selected at the top of the page.
Click Pay Now under Payment Queue.
Check the details on the Payment Summary page. You can change the auto-generated Payment Reference if necessary.
Optional: If you have an accounting integration (such as Xero or QuickBooks), select the accounting provider bank account in which to record the payment.
Click Initiate Payment. A page for your bank opens.
Follow your bank’s instructions to process the payment.
When the payment is complete, Expend shows a confirmation and summary of the payment. Click Go to Payments History to view the status of the payment. You can also click All Payments on the Pay Employees page to view the status of this and past payments.
⚠️ If the payment fails, it will show “Processing” under Payment Outcome on the All Payment History page, and the expenses will not be available for reimbursement right away. This should be cleared after approximately 30 minutes (showing “Failed”) and then you can try again.
Cancelling a payment
When your bank‘s page opens, you can still cancel the payment at that point. You will be returned to Expend and can start over. The expenses you selected will be available again.
Payment history
On the Pay Employees page, click All Payments. This shows a list of all payments and their status. The status can the “Processing“, “Finished“, or “Failed”. Click View to see the expenses that were included in that payment.