Reimbursements are available in our Plus, Premium, and Pro plans.
Once a reimbursement claim has been approved, it enters the payment and accounting workflow.
From this point onward, Spend Admins and Spend Accountants can review and code reimbursement payments in the Accounting tab.
This article explains how approved reimbursements appear in Accounting, how to assign and lock coding, and when claims can be pushed to your connected accounting software or exported to CSV.
Jump to the FAQ section:
Why can't I mark a reimbursement claim as Ready?
How do I reconcile reimbursements if I use an accounting integration?
How do I reconcile reimbursements if I don’t use an accounting integration?
Step-by-step guide
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Review reimbursement claims in the In Review tab.
After approval, reimbursement claims automatically appear in the In Review tab of the Accounting section.
At this stage, the reimbursement claim is awaiting coding. You can assign the appropriate expense categories, tax codes, tracking categories, and any other fields required by your accounting setup.
Each reimbursement claim is coded individually, so every claim can have its own expense codes and accounting details, even when multiple claims are later bundled into a single payment.
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Mark reimbursement claims as Ready.
Once you are satisfied with the coding of a claim, you can move it from the In Review tab to the Ready tab.
Marking a reimbursement as Ready effectively locks in the assigned codes and prepares it for final review and export or push to your accounting system.
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Export or push reimbursement claims to your connected accounting software.
Once a reimbursement claim is in the Ready tab, its coding is locked, and it is prepared for export or push after a final review.
At this step, you perform the final accounting action: sending the data to your accounting software or exporting it as a file.
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See your synced or exported reimbursement claims in the Archived tab.
After a reimbursement has been pushed to your connected accounting software or exported via CSV, it is moved to the Archived tab.
FAQs
Why can't I mark a reimbursement claim as Ready?
You cannot mark a reimbursement as Ready if it is still in the Reimbursement > Awaiting payment tab.
At this stage, the claim has not yet been bulked into a payment, meaning no payment record exists for Cledara to attach your accounting data to.
Once a payment is arranged for the claim, and the transfer is either exported, scheduled, or paid in the Reimbursement tab, it can be marked as Ready and then pushed to your accounting software, or exported to CSV.
How do I reconcile reimbursements if I use an accounting integration?
If your account is connected to an accounting software such as Xero, NetSuite, or QuickBooks, you can push reimbursement payments directly from Cledara in the Ready tab.
If the reimbursement is paid via Cledara, the reimbursement transaction and receipt are pushed immediately. Each reimbursement claim appears as a separate expense line item within the reimbursement payment.
When the Cledara transfer later settles, the corresponding bank statement line is also pushed automatically.
If the reimbursement is paid outside Cledara, it is automatically marked as Paid in Cledara. You can push the reimbursement transaction and receipt, but no bank statement line is sent from Cledara. To reconcile the payment, you will need to import the bank statement from the bank where the transfer was made. These externally paid reimbursements will not appear in the Transactions tab in Cledara.
How do I reconcile reimbursements if I don’t use an accounting integration?
If your account is not connected to an accounting software, reimbursement payments can be exported and moved to the Archived tab.
If the reimbursement is paid via Cledara, the payment appears in the Transactions tab and can be exported in CSV or other supported bank statement formats. For bundled reimbursements, each individual claim appears as a separate line in the Accounting CSV with its own expense codes, while the Transactions export shows the bundled payment as a single total transfer.
If the reimbursement is paid outside Cledara, you can still export the reimbursement data from the Accounting section, but you will need to import the bank statement from the bank where the transfer was made to complete reconciliation. For bundled reimbursements, each individual claim appears as separate lines in the Accounting CSV, each with their own expense codes. The payment will not appear in the Transactions tab.