The feature is available by default in the Business and Enterprise plans. Starting from 01/10, this feature is also available for those who switch to the Smart, Premium and Essential plans according to the new pricing (more details here).
Expense report allows all team members to submit reimbursements for any company expenses paid by personal funds. Reimbursement requests can be approved by Owner, Admins and Managers with the transfer permissions on.
How do I get informed an Expense report request has been submitted?
Owners, Admins, and Managers roles with the transfer permissions activated receive an email and mobile notification as soon as a request has been submitted.
Learn more about how to customize Qonto’s notifications.
How can I approve and decline an Expense report request?
You can review Expense report request either from Tasks > Approval requests or from Expenses > Expense reports dedicated section.
From Tasks
- On the To approve tab, select an Expense report request
- When you click on it you can see the detail and 3 options:
- Pay by transfer - this option will instantly reimburse the employee for their out of pocket expense on the IBAN they added when submitting the request
- Request changes - you can send back the request for the requester to edit information before resubmitting it
- Reject (when clicking on the three dots) - you will need to write a rejection reason
From Expense reports
- On the To pay tab, select the Expense report request you want to review
- When you click on it you’ll have the same option as explained above from Tasks
💡 Good to know: from the Expense report section you have the option to bulk approve and bulk pay expense report requests.
Once the Expense report request has been approved, the requestor will receive an instant reimbursement.
💡 Good to know: If you want to set-up a customized approval workflow for expense report, you can learn more here.
As an Owner, Admin, and Manager with the transfer permissions activated, how do I get reimbursed for an expense I paid with my own money?
To get reimbursed for a professional expense, Owners, Admins, or Managers with transfer permissions can follow the same procedure as above by approving their own submissions. They will then receive the reimbursement via an instant transfer.
To get reimbursed faster, the Owner, Admin, or Manager with the transfer permissions can send an instant transfer by activating on toggle Instant bank transfer.