The Expense reimbursement feature is available on Business and Enterprise plans.
Expense reimbursement allows team members to submit reimbursements for any company expenses paid with personal funds. Expense reimbursement requests can be approved by Owners, Admins, and Managers with the transfer permissions activated.
What do I need for submitting an Expense reimbursement request?
Receipt of the expense
💡 Digital receipts that are uploaded to Qonto have the same legal value as their paper counterpart (probative value). This means your organization no longer needs to keep the paper receipt.
Expense amount
💡 The amount and VAT should get filled out automatically thanks to our OCR technology (which stands for Optical Character Recognition). You can also manually add or edit the amount.
Expense description: give more context to your Admin or Manager on your expense
IBAN: to get your reimbursement, you will need to fill out your IBAN of your personal bank account. You can add your IBAN directly when making a request or fill it out in your personal profile.
💡 IBAN is stored in the profile and can be added/updated directly in your profile.
How can I submit an Expense reimbursement request?
On desktop
Select the Reimbursements section on the left
Click on Requests a reimbursement
Select Expense reimbursement
Upload the expense receipt: drag & drop the file or click on the drag & drop zone to select it from the computer.
Fill out the expense Amount, add a Description for the expense, and add your IBAN if you haven’t added it to your profile yet.
On Mobile
Open the Qonto App on your device
Go to Menu > Requests, then select Expense reimbursement
Upload the expense receipt: Take a photo, Choose from photo library or Choose from files.
Fill out the expense Amount, add a Description for the expense, and add your IBAN if you haven’t added it to your profile yet.
How can I see the status of my request?
You can see the status of your request in the Requests section. When a reimbursement request gets approved, you will receive an instant reimbursement transfer to the selected IBAN. When a request gets declined, you will receive an email and notification with the reason provided by our Admin or our Manager by clicking on the request.