For finance teams
Expense management for finance teams: from receipt to reimbursement
Bring receipts, approval decisions and reimbursement preparation into one workflow. Employees capture expenses, managers review reports, and finance makes the final check before preparing payment batches. Export reimbursement amounts for payroll and carry expense details into your accounting process.
7-day free trial. No card needed. Cancel anytime.
Review claims with the details already attached
Simple ways for employees to capture receipts
Employees can send receipt photos or PDFs through WhatsApp, forward receipts by email or capture them in Reimgo. AI prepares a draft, and the employee checks the details before submitting.
Policy issues visible before reimbursement
Configured checks flag issues such as missing receipts, spending-limit exceptions and possible duplicates. Warnings and any required employee explanations stay with the report for review.
Expense coding kept with the claim
Review categories, projects, cost centers and tax details alongside each expense. At the finance step you can correct coding and VAT, but never amounts. The same codes carry into exports.
Know what is waiting and what is ready
Reports at every stage
See reports awaiting approval, returned for correction or ready for reimbursement.
Approvals that keep moving
Managers can review reports from a phone or laptop. Reminders, escalation and temporary delegation help reports progress. Manager approval alone does not finish a report: finance always reviews last.
The full picture on each report
Open a report to see its expenses, receipts, policy warnings and approval history. Use the reports register to filter by employee, company, status or date.
Prepare your reimbursement run from approved reports
- Review reports ready to paySee approved reports and reimbursement amounts in one list. Check whether employee bank details are on file and whether any changed recently.
- Build a payment batchChoose the company, payment method and pay date. Add the reports to reimburse and review the total and the individual amounts.
- Complete the release checksBy default a second person releases the batch with a fresh authenticator code. Lines with recently changed bank details stay held until confirmed.
- Export for payrollDownload the reimbursement file and import it using your payroll provider's supported process. Layouts are available for Gusto and QuickBooks Payroll (USD batches) and as a standard CSV. Check the layout against your provider's import requirements.
- Record the paymentYour business pays through payroll or another method. Finance then marks the batch paid with its date and reference, and employees receive an email and can see the payment on their reports.
Keep checks in place around reimbursement release
| Person | Account | Amount | Status |
|---|---|---|---|
| Maria Lopez | •••• 7519 | $612.40 | Bank details changed recently |
| Derek Owens | •••• 3456 | $1,240.00 | Ready to release |
| Priya Nair | •••• 9911 | $185.00 | Ready to release |
Separate preparation from release
By default the person who prepares a batch cannot release it. An admin can change that requirement, and releases made under the exception are recorded. Nobody can release a batch that pays themselves.
Review changed bank details
A bank account change in the last 14 days holds that employee's payment line until a second person confirms it. If you pay through payroll, make sure the account held in payroll is correct too: updating Reimgo does not update payroll.
Preserve the released file
The payroll file is created once at release, fingerprinted and stored encrypted. Later downloads need a reason and are recorded.
Trace important actions
Approvals, batch releases, file downloads and full bank-detail reveals are recorded with who acted and when.
Keep expense records connected to your books
Export files on either plan
Download expense lines and the reports register as CSV or Excel, with category codes, projects, cost centers, currencies and tax details. Each report also downloads as a PDF with its receipts and approval history. Balanced journals can be downloaded in the QuickBooks Online journal import layout.
Connect your ledger with Reimgo Connect
Connect QuickBooks Online, Xero or Zoho Books to import your chart of accounts and tax codes, post approved expenses and record reimbursement payments. Your payroll or bank still makes the payment; the connection records the matching entries.
How a two-person finance team could run month end
One finance team member reviews the reports ready for reimbursement and prepares a batch for the next payroll date.
One employee's bank account changed recently, so that line is held. The second finance team member confirms it with the employee, then releases the batch.
Finance imports the downloaded file into payroll and, after payment, marks the batch paid in Reimgo. Employees get their updates, and finance keeps the reports, receipts and payment references for reconciliation. This is an illustration of the workflow, not a customer story.
Give finance access without extra charges
People who only approve reports, manage reimbursements or review records are free. You pay for the people who claim expenses.
Questions finance teams ask
Do we have to change payroll providers?
No. You can keep your provider if its import process accepts an additional-pay file. Reimgo includes layouts for Gusto and QuickBooks Payroll (USD batches) and a standard CSV for other payrolls. Check your provider's requirements before you import.
Does Reimgo pay employees directly?
No. Reimgo prepares the reimbursement file and records payment status. Your business makes the payment through payroll or its bank.
Can we reimburse some people by check or bank transfer?
Yes. Pay a batch however you choose, then mark it paid with the date and a reference so employees can see it.
What if a report turns out to be wrong before we release the batch?
Remove its line from the batch before release and resolve the issue first. If a payment has already gone out and comes back, record it as returned on the batch.
What can we give our accountant?
CSV and Excel exports of expense lines and the reports register, plus a PDF of each report with receipts and approval history. You can also invite your accountant with read-only auditor access.
Does Reimgo connect to QuickBooks Online, Xero or Zoho Books?
Yes, live connections are included in Reimgo Connect. Both plans include file exports, including QuickBooks Online journal files for manual import.
Can employees check whether they have been reimbursed?
Yes. After finance marks a batch paid, employees receive an email and can see the payment date and method on their reports. Finance records the payment; the bank does not confirm it automatically.
Try your next expense workflow in Reimgo
Invite up to five people, review a report and prepare a reimbursement batch. Explore the exports and accounting options your finance team needs.