Reimbursement Batches on a Fixed Day

Approved claims are grouped into one payment batch on a day everybody knows. Each claimant sees whether the claim is paid, on which date and by what mode.

Share your requirements

Payment on a known day

When reimbursements have no fixed day, claimants keep asking accounts about the status, and each question takes time without being recorded. Here approved claims go into a batch. The status shows on each claimant’s own screen.

How a batch runs

Only approved claims

Nothing enters a batch without its approval attached, so accounts pays against a record and not against a verbal request. Unapproved claims wait.

With salary or by transfer

Your firm chooses one. Some pay reimbursements with the month’s salary, and others transfer on a fixed weekday.

Mode, reference and date

These are kept against each claim, so a question about a payment made months ago is answered from the record and not from a search through bank statements.

Advances adjusted first

Where an advance was taken before the trip, the bills settle that first, and only the remainder is paid out.

What accounts and claimants see

Reimbursements paid, with date, mode and reference
Claims approved but not yet paid, by person
A fixed day that people can plan around
The batch prepared as an entry for your accountant
A claim that leaves the pending list once paid, so it is not paid twice

FAQ

Frequently asked questions

Does it move the money?

No. It prepares the batch and records what was paid, when and how. The transfer itself happens in your bank or through your payroll, and the entry is marked afterwards.

Can we pay some people weekly and others with salary?

Yes. A batch is a selection of claims, so a site team paid weekly and office staff paid monthly can run side by side.

What if a claim is approved after the batch is made?

It waits for the next run, or you add it before the batch is paid. The pending list shows what is still waiting.

Does the claimant get told?

The claimant sees the status on their own screen. A message can also go by WhatsApp or SMS where you want that, and it is set up during configuration.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.