Arrange payments for reimbursement claims

Once reimbursement claims are approved and moved to Awaiting payment tab, Spend Admins or Spend Accountants can complete the payout either directly through Cledara or export a CSV payment file for your payment run through your bank.

Choose the payment method that best fits your company's process:

• Pay from Cledara

  Pay from Cledara FAQs:

    What currency should the user's bank account be in?
    What type of transfer is used for reimbursements?
    When are transfers processed?
    Can I cancel a scheduled reimbursement payment?
    What happens if a reimbursement payment fails?

• Download a CSV Payment File

Next steps

Once the payment method is set up, you can then:

  Check your payment details
  Push the claim to your accounting software

Pay from Cledara

Once a reimbursement claim is approved, you can pay it out using Cledara. This option lets you handle reimbursements directly in Cledara without switching platforms.

1. Navigate to the Awaiting Payment tab to view all approved claims.
2. If you have multiple claims for the same individual, you have the option to select them in bulk and pay them all out at once under a single transfer.
3. Click Pay for the claim(s) you wish to process.
4. In the payment details, select the option Pay from Cledara.

5. Confirm the beneficiary details that the user previously entered when they submitted the claim.

   Your UK entity can only make GBP transfers to GBP accounts. Similarly, your EEA entity can only make EUR transfers to EUR accounts.

6. The payment date defaults to the current day, meaning the payment will be executed immediately if you have sufficient funds in the account. 
7. Add a Payment reference. This will be displayed on the recipient's bank statement.
8. Review the beneficiary details of the user on the right.
9. Click Make Payment.
10. The scheduled transfer will then appear under the Scheduled Transfer section while it is in process. 
11. Once the payment has been completed, it will be marked as Paid.
12. You can now see the claim in the Paid tab, with 'Transfer' as the payment method.

Pay from Cledara FAQs

What currency should the user's bank account be in?

The currency of the user’s bank account must match the currency of the Cledara account from which the payment is made:

• If your company is based in the UK:  You can only send GBP payments to GBP-denominated bank accounts (using sort code and account number).
• If your company is based in the EEA: You can only send EUR payments to EUR-denominated bank accounts (using IBAN).

What type of transfer is used for reimbursements, and how long do they take?

• GBP: Reimbursements are sent via BACS, which typically takes up to 3 working days to arrive once processed.
• EUR: Reimbursements are sent via SEPA Instant, so funds usually arrive immediately once processed.

When are transfers processed?

If you choose to pay the claim on the current date, the transfer is processed immediately.

Scheduled transfers are automatically processed at 2:00 a.m. on the scheduled day.

Can I cancel a scheduled reimbursement payment?

Yes. While a payment is scheduled and still in progress, you can click Cancel to stop it. The claim will then return to the Awaiting payment tab.

What happens if a reimbursement payment fails?

You cannot execute a transfer immediately if there aren't enough funds in your account, but you can schedule it for a future date.

If a payment fails due to insufficient funds, Cledara will automatically retry it for up to 3 days from the scheduled payment date.

If a payment fails due to bank account details, please cancel the payment, and reset your user's bank account details. Once new bank details have been submitted, arrange the transfer again.

Download a CSV Payment File

Apart from making a claim payout directly from Cledara, you can also export a CSV payment file to make the transfer from your company's bank account.

1. Navigate to the Awaiting Payment tab to view all approved claims.
2. If you have multiple claims for the same individual, you have the option to select them in bulk and pay them all out at once under a single transfer.
3. Click Pay for the claim(s) you wish to process.
4. In the payment details, select the option Download a CSV payment file. This will allow you to export all the information you need to arrange a transfer from your bank.
5. Select the expected payment date.
6. Enter a payment reference.
7. Review the beneficiary details of the user on the right.
8. Click Mark paid and download file. This will mark your claim as Paid, and generate the CSV payment file.
9. You can now see the claim in the Paid tab, with 'Payment file' as the payment method.

The CSV file that downloads will have the reimbursement and payment date as the suffix. The file contains:

• The user's name
• Beneficiary details
• Currency
• Claim amount (which will be the total amount if you bundled multiple claims)
• Payment reference

Check your payment details

By clicking into the claim details after payment, you can view the information the claimant entered when they submitted the claim, as well as the payment details, which include:

• Status
• Payment date
• Payment method (transfer through Cledara or exported as CSV file)
• Amount
• Transfer receipt

The transfer receipt will list the beneficiary's bank details, the purpose of the transfer (which comes from the payment reference you wrote), and the transfer instructions.