Reconcile and settle advances

Learn how to link expenses to your cash advance, reconcile the balance, and settle the advance to close it out.

Link expenses to your advance

There are two ways to link expenses to a cash advance:

From the advance detail page:

1. Open the advance you want to link expenses to.
2. Click Link Expenses in the actions dropdown.
3. A modal opens where you can search and select expenses.
4. Select the expenses you want to link and confirm.

From the advances list:

1. Navigate to Advances in the left sidebar.
2. Click the actions dropdown on the advance row.
3. Select Link Expenses.
4. Search and select the expenses to link.

The advance detail page updates automatically to show the linked expenses count, settlement amount, and the Balance Due (color-coded: orange if the employee owes money, green if the organization owes).

Three settlement scenarios

When it is time to settle, the outcome depends on how your spending compares to the advance amount.

Exact match

You spent exactly the advance amount. All funds are accounted for. Click Settle and the advance closes with no further action needed.

Underspent

You spent less than the advance amount. You need to return the remaining balance to finance.

1. Open the advance and review the remaining balance.
2. Click Settle.
3. Return the unspent funds using the method specified by your finance team (bank transfer, cash return, or payroll deduction).
4. Finance confirms receipt and the advance is closed.

Overspent

You spent more than the advance amount. The extra amount is your out-of-pocket expense.

1. Open the advance and review the overage.
2. Click Settle.
3. Submit an expense report for the extra amount to get reimbursed through the standard approval process.

Settle an advance

1. Navigate to Advances in the left sidebar.
2. Open the advance you want to settle.
3. Review the linked expenses and confirm they are correct.
4. Click Settle.
5. Confirm the settlement action.

The advance status changes to Settled and is closed. You can still view the advance and its linked expenses for your records, but no further edits are allowed.

Note: Make sure all expenses are linked to the advance before you settle. You cannot add expenses to a settled advance.

Overdue advances

Eloope tracks settlement deadlines on every advance. When an advance is past its settlement deadline, it is automatically flagged as overdue.

The advances list displays overdue status indicators and a countdown showing how many days past the deadline the advance is. Overdue advances are highlighted to draw attention from both the employee and the finance team.

Warning: Overdue advances may result in payroll deduction of the outstanding amount or affect your ability to request future advances. Settle your advances by the settlement deadline to avoid these consequences.

Related articles

• Request a cash advance
• Advance approval and disbursement