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 bank 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 desktop
Select the Reimbursements section on the left
Click on Requests a reimbursement
Select Expense reimbursement
Upload the expense receipt: drag & drop the file or click on the drag & drop zone to select it from the computer.
Fill out the expense Amount, add a Description for the expense, and add your IBAN if you haven’t added it to your profile yet.
On Mobile
Open the Qonto App on your device
Click on Requests, then click on Expense reimbursement
Upload the expense receipt: Take a photo, Choose from photo library or Choose from files.
Fill out the expense Amount, add a Description for the expense, and add your IBAN if you haven’t added it to your profile yet.
How can I see the status of my request?
You can see the status of your request in the Requests section. When a reimbursement request gets approved, you will receive an instant reimbursement transfer to the selected IBAN. When a request gets declined, you will receive an email and notification with the reason provided by our Admin or our Manager by clicking on the request.