Payroll export
Export employee reimbursements for your next payroll run
Download approved reimbursement amounts in one file, one row per employee, and import it into payroll instead of entering each amount by hand. Choose the Gusto, QuickBooks Payroll or standard CSV layout. Your payroll makes the payment; Reimgo keeps the reimbursement record.
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Choose the export layout for your payroll
Before your first import, compare the file with your payroll provider's current template. Reimgo provides downloadable files; there is no live payroll connection.
Gusto
Export USD reimbursement batches in the Gusto layout, with employees matched by their work email.
QuickBooks Payroll
Export USD reimbursement batches in the QuickBooks Payroll layout, with employees matched by employee ID or work email.
Standard CSV
Export reimbursement data for payroll systems that import a reimbursement or additional-pay file. Check your provider's required fields and map the columns where it allows.
From approved reimbursements to a payroll file
- Review and release the batchFinance prepares a reimbursement batch for one company, one currency and one pay date. Once the checks are complete, an authorised user releases it, and Reimgo creates the payroll file and keeps that version.
- Download the fileThe first download marks the batch as sent in Reimgo; any later download needs a reason and is recorded. The status records the download, not an import into payroll.
- Import and check the amountsUse your payroll provider's reimbursement or additional-pay import. Check the employee matches, the pay item and the total before completing the pay run.
- Record the payment in ReimgoAfter payroll pays the employees, finance marks the batch paid with the date and reference. Employees get an email and see the payment details on their reports.
What the standard payroll CSV includes
One row per employee, combining their reimbursement amounts in the batch. The Gusto and QuickBooks Payroll layouts use their own formats. Bank account numbers are never included; your payroll pays from the details in its own employee records.
| Column | What it contains |
|---|---|
| employee_code | The employee reference stored on their Reimgo profile |
| Their work email, for payroll systems that match employees by email | |
| employee_name | Their full name, so finance can check the file |
| pay_item | The pay item set for the company, such as "Expense reimbursement" |
| amount | The employee's total reimbursement in the batch |
| currency | The batch currency |
| pay_date | The chosen pay date |
| reference | The batch reference, for reconciliation |
Keep employee matching and payment records consistent
Use your existing employee codes
Store payroll employee codes on Reimgo profiles. Finance can enter them one by one or import them from a spreadsheet.
Set the company's pay item
Set the pay item text to match the reimbursement item used in your payroll.
Keep each company's file separate
Each reimbursement batch belongs to one legal entity and one currency, so each company gets its own file.
Keep the released version
Reimgo stores the released file encrypted with a digital fingerprint. Downloading it again returns the same released version, and later downloads are logged with a reason.
Questions about payroll exports
Does Reimgo connect directly to payroll?
No. Finance downloads a file from Reimgo and imports it into payroll. Reimgo does not send the file automatically, run payroll or move money.
Does it work with Gusto or QuickBooks Payroll?
Reimgo includes Gusto and QuickBooks Payroll export layouts for USD reimbursement batches. Check the file against your provider's current import requirements before using it.
Can we use the file with ADP, Paychex or another payroll provider?
The standard CSV may suit any payroll product that imports reimbursement or additional-pay data. Compatibility depends on the product, plan and required format, so confirm the requirements with your provider first.
Can we change the export columns?
No. Each layout has fixed columns so a mapped import keeps working. You choose the layout and set the company's pay item text.
Can one batch include employees from two companies?
No. Each batch belongs to one legal entity and one currency. Create a separate batch for each company.
What if someone is not paid through payroll?
Reimburse them by your usual method and record the payment in Reimgo. The payroll export is optional.
Does downloading the file mark employees as paid?
No. The first download marks the batch as sent in Reimgo. After the actual payment, finance marks the batch paid with the payment date and reference.
Prepare your next reimbursement file in Reimgo
Try the workflow with your team's expenses. Prepare a batch, review the export and check how it fits your payroll process.