Reimbursements are payments made to your employees for the out-of-pocket expenses they incur. Once you make the reimbursement, you can record and track your reimbursement with ease.
You can record reimbursements manually by marking the report as paid, or your can sync your paid status from your accounting software (Xero or Quickbooks).
Recording reimbursement manually
Follow these steps to mark an expense report as paid manually.
Log in to your Travelstop account.
Select 'Expenses' from the top navigation bar.
Click on 'All reports'
Select any approved report
Click on the 'Mark as paid' button that appears upon selection.
Selecting your payment source (Optional)
Once you click on 'Mark as paid', you will see a modal that will allow you to choose your payment source.
You can select a payment source from the predefined list 'Bank transfer' or 'Cash', or you can even add a new source by clicking 'Add new.'
Optionally you can also leave a note for the submitter in the message field.
Payment source data will be available if you export your reports in CSV format.
Note: Selecting payment source and adding note is optional. If you wish to continue without selecting the payment source or adding a comment, you can simply click on 'Mark as paid', leaving the other fields blank.
Syncing paid status from accounting software.
If you're using our Xero or QuickBooks Online accounting integration, you can sync the paid status automatically once the report is marked paid on the accounting software.
Just ensure the 'Paid sync' setting is enabled for your integration by following these steps.
Go to 'Company settings' and select 'Integrations.'
Click 'Edit' next to your connected integration
Look for the 'Sync paid report' setting and make sure it's enabled.
Once enabled, your paid report status from your accounting software will be synced and reflected on Travelstop.
Note: Only admins can access 'All reports' and 'Company settings'.