Reimbursements

Eliminate expense reports.

Airbase accounting automation starts with the moment a transaction is requested and flows to the GL.

Reimbursing your employees for out-of-pocket expenses has never been easier for employees and more efficient for AP. When incorporated into your spend management platform, employee expense management simply conforms to your existing automated spend workflows for easy approvals, documentation upload, payment, and booking to the GL.

Schedule your demo
Yatin Mody, Head of Finance at Postman
Yatin Mody
Head of Finance
at Postman
Airbase has definitely helped in the closing process by making everything more automated. It’s freed up time for us to do other things. We’re saving 20 hours a week. Effectively, Airbase does more work than a half-time employee.
Trusted by finance teams at all stages

Request approval, submit transaction documents, get repaid, stay productive.

Employees simply submit a reimbursement request by attaching a receipt from their local drive or from the receipt inbox. Optical character recognition automatically populates the vendor name, amount, and transaction date in seconds.

Airbase accounting automation lets you set the rules for accounts and tags.

Once approvals and documentation are in place, the system will make payment to the employee’s bank account.

Airbase accounting automation lets you set rules for virtual and physical card transactions.

Consistent approval workflows.

Airbase accounting automation syncs all transactions to the GL.

Occasionally employees need to use personal funds to make purchases. With Airbase reimbursements, the employee submits each expense using the same system used for all other expense requests. The request is automatically routed to the appropriate approver(s) per your company’s policies. Slack and email notifications are sent for ease of rapid communication.

Reimbursement policies can be set in the system. For example, mandatory fields for a request, the time window within which reimbursements need to be submitted, and any budgets for reimbursements.

Provide clarity to your employees by flagging or blocking an expense that is not allowable before it moves through the system.

Learn more:

Airbase accounting automation includes auto-categorization that learns as you spend.

Create a full transaction record.

Attaching receipts follows the same simple process for all other spending. Simply upload your receipt from a local drive or from the receipt inbox.

Create a full record in one convenient place. Category selection occurs at the time of expense submission to reduce confusion and errors. Employees can also select tags, add in a purpose, or notes, and attach additional documentation.

Learn more:

Pay directly to the employee’s bank account.

Airbase accounting automation includes the creation of an amortization schedule.

Unlike some expense reimbursements that go through payroll, the Airbase system pays directly to an employee’s bank account; helping to avoid confusion over payroll tax.

Payment can be made for approved expenses on a batched basis while omitting any that are not (yet) fully compliant with policies. Payments happen automatically so employees don't have to wait. Employees can track their reimbursements for better visibility into repayment time frame and get notifications for any missing documentation.

Learn more:

Airbase accounting automation creates an audit trail of each transaction as it happens.

Audit trail of every expense.

When everything is filed by transaction in one consistent format, the resulting audit trail is easy to access and reference for audits or other reviews. With reimbursements, Airbase handles all of your non-payroll spend from one consistent platform.

Learn more:

Automate expense reimbursement using the same consistent workflows for all spend.

Consistent approval workflows.

Set approval thresholds to reflect your company’s policies, capture requests and approvals, and create a consistent audit trail for out-of-pocket purchases.

Automatic accounting.

Once a reimbursement has been paid, it can easily be synced to the General Ledger. Regular updating of the GL leads to a faster close.  

Support remote teams.

Now, more than ever, remote work teams need to spend money on office supplies and other needs. Take the guess-work out of what expenses are allowable. Keep teams moving with quick, easy reimbursements for out-of-pocket expenses.

Employees get paid faster.

Approvals and communication regarding additional clarity needed happen in email or Slack. Compliant expenses are paid out each night. Employees can track progress on payment through the system.

The 4 pillars of spend management.

Approval
workflows
All payment
types
Accounting
automation
Real-time
reporting

Airbase spend management features.

Solutions for:

Learn how accounting automation can help you cut your time-to-close in half.