The Expense reimbursement feature is available by default in the Smart, Premium, Essential, Business and Enterprise plans.
Expense reimbursement allows team members to submit reimbursements for any company expenses paid with personal funds. Once approved, you receive an instant transfer directly to your personal account.
It is accessible on both 💻 web and 📱 mobile. Expense reimbursement requests can be approved by Owners, Admins, and Managers with the transfer permissions activated.
Owners, Admins, and Managers with transfer permissions can also approve and reimburse their own requests.
What do I need for submitting an Expense reimbursement request?
Make sure you have the following ready before submitting:
- Receipt of the expense — Digital receipts that are uploaded to Qonto have the same legal value as their paper counterpart (probative value). This means your organization no longer needs to keep the paper receipt.
- Expense amount — The amount and VAT are filled out automatically using OCR (Optical Character Recognition). You can also enter or edit the amount manually if needed.
- Expense description — Provide context about the expense for your Admin or Manager.
- Personal IBAN — Required to receive the reimbursement transfer. You can add your IBAN directly when submitting the request, or save it in advance in your personal profile.
How can I submit an Expense reimbursement request?
On 💻 web:
- Go to Expenses > Expense reports
- Click Create expense report and select the type of expense you want reimbursed
- Upload the expense receipt by dragging and dropping the file, or clicking the upload zone to select it from your computer
- Fill in the expense Amount, add a Description, and enter your IBAN if you haven't saved it to your profile yet
On 📱 mobile:
- On the Menu, go to the Team expenses section
- Tap Expense reports, then click on the + at the top right corner
- Select the type of expense you want reimbursed
- Upload the expense receipt by taking a photo, choosing from your photo library, or selecting from your files
- Fill in the expense amount, add a description, and enter your IBAN if you haven't saved it to your profile yet
How can I see the status of my request?
You can track the status of your request at any time in the Requests section.
- If approved: you will receive an instant transfer to the IBAN provided in your request
- If declined: you will receive an email and in-app notification with the reason provided by the Approver; you can also view the reason by clicking on the request directly
- If changes are requested: you will receive a notification asking you to update your report; the report moves back to Draft status, where you can make the requested changes directly