Employee reimbursements

Record an employee's personal spending and the company's repayment without counting the expense twice.

Needs: Pro · Accounting

When an employee pays for a business purchase with personal funds, the company owes the employee that amount. Reimbursements tracks that obligation and the repayments made against it, separately from the original supplier expense.

Record the expense

Enter the purchase with its vendor, lines, receipt and date. Choose the employee-personal payment route and the correct employee. Check the expense account and total as you would for any other purchase.

The employee must be available in the relevant directory so the amount owed is associated with the right person. A customer contact with a similar name is not a substitute for that employee record.

Record a repayment

Open Accounting → Reimbursements and review the employee's outstanding items. Use the repayment action to enter the actual date, amount and company account.

Repayments are allocated first-in, first-out against eligible outstanding amounts in the reviewed build. Check the history afterward to see which purchases were covered. A partial repayment should leave the correct balance owed to the employee.

Reconcile the bank payment

Match the company repayment to the statement separately. The supplier receipt shows that the employee made the purchase; the repayment record shows that the organization paid them back.

Use the Employee Reimbursements report to compare outstanding balances with purchases and repayment history. Avoid entering a repayment as another expense, which would count the same spending twice.