Reimburse expenses

A reimbursable expense is one the business owes back to the person who paid it. Reimbursements lists the totals still outstanding and already reimbursed in each currency, and the expense reports. Magpie does not send money: it records that a reimbursement was paid.

One expense

Open the expense and set Reimbursable to Yes. Its Reimbursement status can then be set to not submitted, submitted, approved or reimbursed. Setting it to reimbursed records today's date, which you can change under Reimbursed on, and you can add a reference. A report is optional.

Several expenses on an expense report

1. On Reimbursements, choose + New expense report, enter a title and tick the expenses. Only reimbursable expenses that are not on another report, not reimbursed and not on an invoice are listed. A report holds expenses in one currency; expenses in another currency need their own report. Choose Create report.
2. On the report's page, + Add expense adds another expense and Remove takes one off. Click the title to rename it.
3. Choose Submit report. While it is submitted, the report and its expenses cannot be changed.
4. An admin chooses Approve, or Reject with an optional reason, which the person who submitted it sees. A rejected report can be changed and submitted again.
5. After approval, an admin chooses Mark reimbursed and enters the date and an optional reference. Every expense on the report becomes reimbursed.

Delete report, in the report's More menu, deletes a report that is not submitted or approved. Its expenses are kept and can go on another report.

An expense on a submitted, approved or reimbursed report cannot be changed or deleted. An expense on an invoice cannot go on a report. A report's page has a History section with who created, submitted, approved, rejected or reimbursed it.

Who does what

A member sees their own reports; an admin sees every report in the team. Only admins approve, reject or mark a report reimbursed. In Personal, you do all of it.

When Accounting keeps the team's books, a reimbursable expense is recorded as owed until it is marked reimbursed; see Invoices, payments and sales in the books.

For more help, Contact support.