Submit a reimbursement claim

Reimbursements in Cledara let you get paid back for out-of-pocket expenses: things you couldn't or didn't pay with a Cledara card, like public transport or a team lunch. 

Upload your receipt and submit your claim, and your finance team will process it through Cledara.

Jump down to check our how-to guides:

   Make a reimbursement claim 
   Track your reimbursement claims

Jump down to see the FAQ section:

   What do I need to make a reimbursement claim? 
   Can I submit a receipt with a foreign currency? 
   Where can I download the transfer receipt? 
   When will the paid out reimbursement claim reach me? 
   Can I cancel a submitted reimbursement claim?

Make a reimbursement claim

1. Head to Spend > My Spend, and click New reimbursement to start a claim.

2. Upload your receipt. Cledara will read the receipt and pre-fill fields like Supplier, Expense date, Currency, Net, Tax, and Total. 

   

3. Review the pre-fills, and complete all applicable fields. You can add a comment to your claim to facilitate the approval process. 
4. If your company allows it, you may see Accounting details, such as Account class and for you to fill in. Follow your company guideline to complete the fields.
5. If this is your first claim, you'll be prompted to add your bank details where your finance team can pay you. Learn more about managing your bank account details here.
6. Click Submit. Your claim appears in My Spend, where you can track the claim status any time.

You can also submit reimbursement claims through the Cledara mobile app. Click here to learn more.

Track your reimbursement claims

In My Spend, click the quick filter Reimbursements button to view the list of reimbursement claims you've made:

Claim statuses

• Submitted: your claim has been submitted and is waiting for approval.
• Awaiting payment: your claim has been approved and is queued for payment.
• Scheduled transfers: a transfer has been scheduled (via Cledara or a payment file). If it fails or is processing, you’ll see that here.
• Paid: the reimbursement has been paid to your bank account.
• Rejected: your claim has been declined. Open the claim to read the rejection reasons.

Click open the claim to see the submitted details in Overview and its status changes in Change history. 

FAQs

What do I need to make a reimbursement claim?

• A clear photo or PDF of the receipt
• Your bank account details, upon making your first claim
• The expense details for the payment for accounting purpose, if required by your company

Can I submit a receipt with a foreign currency?

Yes, your expense in a foreign currency will be converted to your Spend account currency at the conversion rate of the day the claim is approved.

If your claim is paid out via Cledara, it will be in your Spend account currency.

Where can I download the transfer receipt?

Your Spend Admins and Spend Accountants can download the receipt of your paid transfer in the Reimbursements > Paid tab.

When will the paid out reimbursement claim reach me?

If your claim is reimbursed through Cledara:

• GBP reimbursements are issued via BACS, which can take up to 3 business days to settle. 
• EUR reimbursements are issued via SEPA Instant, which means the funds will reach you immediately.

Can I cancel a submitted reimbursement claim?

Once you have submitted your claim, you cannot cancel it, but your Spend Admins and Spend Accountants can reject it on your behalf.