Learn how to review approved expense reports, record reimbursement payments with full audit details, and export reimbursement data for your accounting system.
View pending reimbursements
- Click Finance in the left sidebar.
- Select the Reimbursements tab.
The tab header displays the total number of pending reports and the combined amount awaiting payment. Each row in the table shows:
- Employee: Name and email of the person who submitted the report
- Report: Reference number and report title
- Amount: The reimbursable amount (excludes non-reimbursable items like company card expenses or advance settlements)
- Approved: How long ago the final approval was given
Use the checkbox next to each report to select individual reports, or use the top checkbox to select all reports at once for bulk actions like export.
Record a reimbursement
When you are ready to record a payment, click the Process button next to the report. This opens the Record Reimbursement dialog, which displays the employee name, report name, and the exact amount to reimburse.
Complete the following fields:
- Reimbursement Method (required) — Select the payment method you used. Options include Bank Transfer, Payroll, Cash, and Cheque.
- Transaction Reference (optional) — Enter the bank transaction ID, cheque number, or any reference that ties the payment to your records.
- Reimbursement Notes (optional) — Add any internal notes about the payment, such as special handling instructions or batch reference.
- Proof of Payment (optional) — Upload supporting documents like a bank transfer confirmation or payment receipt. You can upload up to 3 files (PDF, JPG, or PNG), with a maximum of 5 MB per file and 10 MB total. Drag and drop files or click to browse.
Click Confirm Reimbursement to finalize. The report status changes to Reimbursed, the employee is notified, and the report moves from the Reimbursements tab to the Processed tab.
Note: Recording a reimbursement in Eloope logs the payment details for audit purposes. It does not initiate a bank transfer. Process the actual payment through your payroll or banking system, then record it here.
View processed reimbursements
The Processed tab displays a complete record of all reimbursements that have been recorded. The tab header shows the total number of payments and combined amount for the selected period. Each entry in the table shows:
- Date: When the reimbursement was recorded, with both the exact date and a relative time label
- Employee: Name and email
- Report: Reference number and title
- Amount: The reimbursed amount in the report's currency
- Method: A badge showing how the payment was made — Bank Transfer, Payroll, Cash, or Cheque
Use the date range dropdown in the tab header to filter by period:
- Last 7 Days
- Last 30 Days
- Last 90 Days
- This Year
Export reimbursement data
You can export reimbursement records as a CSV file for your accounting system from either tab:
- From the Reimbursements tab: Select the reports you want to export using the checkboxes, then click Export in the tab header.
- From the Processed tab: Click Export in the tab header to download all reimbursements in the selected date range.
The CSV file includes report reference numbers, employee details, amounts, currencies, payment methods, transaction references, and reimbursement dates.