Summary (TL;DR): Reimbursable expenses are converted into expense bills for ERP synchronization but do not automatically create payees in the Accounts Payable (AP) section.
Definition
A Reimbursement is a request for an employee to be paid back for out-of-pocket expenses. Once approved, these requests transition through the Procurify workflow to become internal records for financial tracking.
Key Benefits
Audit Readiness: Maintains a clear link between employee spend and the resulting Bill.
ERP Accuracy: Ensures expense data is properly formatted before syncing to third-party systems like NetSuite or QuickBooks.
Centralized Tracking: Consolidates multiple expense items from a single requester into a single document.
Are employees automatically added as payees?
Approving an Expense Request does not automatically add an employee to the Payee list within the Accounts Payable (AP) section. The Payee must be manually created or synced from a third-party system to ensure the record matches your accounting data.
Procurify does not support direct payment for Reimbursements. All payments to employees must be processed through your third-party system or payroll provider.
How does the reimbursement workflow work?
The process follows a specific logic to move data from a request to an exported record.
Request and Approval: An employee submits a reimbursable Expense Request, which is then approved by the designated manager.
Conversion to Bill: One or more approved items from the same requester are converted into an Expense Bill.
ERP Synchronization: The Expense Bill is synced to your third-party system (e.g., NetSuite, QuickBooks) for final payment.
Related Features
Employee Payment Methods: Used to store banking details for internal reference, though these do not trigger automatic payee creation.
Bill Export: The tool used to move Expense Bill data from Procurify to an external accounting platform.
Additional Information:
To update or add an employee's Payment Methods, see How to Add Employee Payment Method Details.