The Reimbursements feature allows employees to request repayment for business expenses paid using their personal card. Instead of managing reimbursements manually through emails or spreadsheets, Jeeves provides a streamlined workflow where users submit reimbursement requests directly in the platform.
Requests follow your company’s configured approval flow, and once approved, funds are transferred to the employee’s personal bank account via Jeeves Pay.
How reimbursements work
Employee submits a reimbursement request with their details.
- The request follows the company approval workflow
- An approver reviews, requests more information, approves, or declines.
- Once approved, the reimbursement is either:
- Paid automatically via Jeeves Pay, or
- Recorded as paid externally (e.g., payroll or another payout system)
Employees can track the status of their reimbursement at any time in the Reimbursements section.
Submit a reimbursement request (employee)
To request reimbursement for an out-of-pocket expense:
Log in to your Jeeves dashboard and go to the Reimbursements tab
- Select Create reimbursement
- Add your bank account details
- Add your contact information
- Review the information carefully
- Enable the confirmation toggle: “I verify that the above information is correct”
After submission, your request is sent to the configured approver(s) for review.
Review and approve reimbursements (admin/approver)
Once submitted, a company admin or designated approver can review requests by going to:
Inbox → Reimbursements
From there, approvers can:
- Request additional details (if something is missing or unclear)
- Approve or Decline
When a reimbursement is approved, payments can be handled in one of two ways:
- Automatically via Jeeves Pay
- Recorded as paid externally (for reimbursements processed outside Jeeves, such as payroll)
Admins can view all approved and processed reimbursements in:
Reimbursements → All reimbursements
To support smoother operations, Jeeves also allows you to:
- Export reimbursements to CSV
- Perform actions in bulk (for faster processing at scale)
Reimbursement statuses
Reimbursement requests may show the following statuses:
- Pending approval → Awaiting review
- Approved → Accepted and scheduled for payout/processing
- Rejected → Declined by an approver
- Paid → Funds have been transferred successfully
Admin controls and permissions
Company admins can control which users can access reimbursement requests. This permission is managed from the Teams page, giving finance teams precise control over who can view reimbursement information.
It’s also possible to assign a user with the Bookkeeper role as a reimbursement approver, depending on your company's workflow
If you encounter any issues or want to share your feedback, please contact our support team.