With Cledara, your team can submit claims for out-of-pocket or non-card expenses.
As a Spend Admin or Spend Accountant, you can manage this entire process from approval to payment from one central dashboard in Spend > Reimbursements:
The reimbursement dashboard is organised into five tabs, each containing a separate table of claims at a specific stage in the process:
- In review: Lists all claims that have been submitted and are awaiting approval.
- Awaiting payment: Displays claims that have been approved and are ready for payment.
- Scheduled transfer: Shows claims with payments that are being processed or scheduled for a future date.
- Paid: Contains all claims that have been successfully reimbursed.
- Rejected: Includes claims that have been declined.
In each tab, you can adjust how claims are displayed:
- By claim: Shows a list of all individual reimbursement claims.
- By user: Groups claims by the person who submitted them, allowing you to view and pay all of one user's claims together.
Jump down to the stages below to understand how these tabs come together in your reimbursement workflow, tracking progress and managing claims efficiently:
Review a new claim
Manage claims after review
Track and archive paid claims
Review a new claim
In the In review tab
All new claims submitted by your team will land in the In review tab, awaiting your action.
Step 1: Inspect the Claim Details
Click on the claim to open up the details in the drawer on the right, with two tabs:
- Overview: Shows the full details of the expense, including the supplier, expense date, net amount, tax, total amount, and any comments from the employee.
- Change history: Provides an audit trail, logging every action taken on the claim, such as when it was submitted, approved, or rejected.
Step 2: Take Action
Heading back to the main list, you have several options under Actions on the claim you wish to manage:
- Approve: For if all information matches the receipt attached and is valid for reimbursement. The claim will move to the Awaiting payment tab.
- Reject: For if the claim is outside company policy and is not valid for reimbursement. You can insert a rejection reason which will be shown to the employee. The claim will then move to the Rejected tab.
- Delete: To permanently remove a duplicate or incorrect submission. This action cannot be undone.
Once the claim is approved, it will also be available in the Accounting tab, ready for review and pushed to your accounting software. Learn more here.
Manage claims after review
Your approved or rejected claims will move to the appropriate tabs for final processing.
In the Awaiting payment tab
This tab holds all approved claims that are ready to be paid out, their details as well as their accounting status.
From the Actions menu here, you can:
- Pay: Select this to initiate the payment. Learn more on making payments through Cledara or external banking methods here.
- Reject: Reverse the approval. The claim will move to the Rejected tab.
- Delete: Permanently remove the claim.
In the Rejected tab
This tab stores all claims that have been declined. You can still manage these claims with:
- Approve: Reverse the rejection. The claim will move to the Awaiting payment tab for the next step.
- Delete: Permanently remove the claim.
Track and archive paid claims
Once a payment is arranged, you can track the status of your claims through the following status:
- Scheduled: Payment has been created and is waiting to be processed.
- Processing: Payment is currently being executed.
- Cancelled: Payment was cancelled.
- Paid:The reimbursement has been successfully sent.
- Error: The payment attempt did not go through.
In the Scheduled transfer tab
If you pay a claim through Cledara, it will appear in the Scheduled tab. The claim remains there until the payment is completed, at which point it will move to the Paid tab.
While the payment is scheduled and in process, you can click Cancel to call it off, if necessary. The claim will move back to the Awaiting payment tab.
In the Paid tab
The Paid tab serves as your archive of all successfully reimbursed claims.
Here, you can review the full history of completed payments and download the transfer receipt for each transaction as needed.