THE DOOD FIELD GUIDE
Employee reimbursements: from claim to payment
Give employees a clear way to claim business expenses, and give finance the evidence needed to review and reconcile them.
By Mrunal Walke ↗ Start with a usable expense policy
Define the categories your business reimburses, the evidence required, approval limits and how to handle missing receipts. Tell employees where to submit a claim and who reviews it. Separate an expense reimbursement from an allowance or advance: they have different operational records and may need different accounting treatment.
Capture enough context once
Record the employee, expense date, business purpose, amount, currency and receipt reference. If a claim covers several expenses, give each line its own date and category. Keep bank details in an approved employee record rather than copying them into spreadsheets circulated for approval. A receipt alone may not explain the business purpose.
Work an example through the queue
An employee submits a travel claim with three receipts. The manager confirms the trip and purpose; finance checks the amounts and identifies one duplicate receipt. Only the approved lines move to payment. The rejected line stays visible with a reason so the employee can correct it without submitting the whole claim again.
Close the loop with the employee
Record the approved total, payment reference and date. Match the payment to the claim during reconciliation, and notify the employee of the final status. Automate reminders for pending reviews before trying to automate every approval. Measure claims awaiting evidence and days awaiting review using your own baseline.
Download the reimbursement worksheet ↓
Keep the workflow connected.
MAKE IT PART OF YOUR WORKFLOW
A useful tool. A connected business.
Bring your customer, inventory and accounting workflows together. Tell us where the handoff gets difficult.
