Reimbursement receipts for employees

Who turns the slips in

This is for an employee, a contractor who is paid back for costs, or an owner who still has to show a manager which lines are not theirs to keep. Each person in ReceiptGrid has their own username and their own ledger. The owner can add those users. One person does not browse another person's receipts. If several people need to turn in slips, each one signs in and builds their own report.

Photograph it before it goes in a pocket

A reimbursement that arrives as a faded thermal slip is hard to pay. Photograph the receipt the day you get it. Keep the vendor and the total in the frame. If the slip is long, the total is the part that has to be readable, because one line stores one file. JPEG, PNG, WEBP, HEIC, TIFF, BMP, and PDF are accepted. You can also upload a PDF from email when the vendor sent the receipt that way.

On the review screen, check the vendor, the date on the slip, the amount you paid, and the tax if a tax line is printed. Amount is what you paid. Tax is stored beside it. Change anything that looks wrong before you post. The original file stays attached. If nothing reads the page for you, type the row. The upload is kept either way.

Mark the line reimbursable

Mark the line reimbursable when the cost should be paid back. Leave the flag off for a cost you are keeping yourself, so it does not land in the open total. Home shows the year-to-date total of lines that are still marked reimbursable and not yet exported. That figure is a check before you build the report. It is not a substitute for the report. Write the job, the trip, or the project on the line when the repayment belongs to one of those, so search can find it later.

Build the report they asked for

Reports takes a start date and an end date. Use the trip, the month, or the pay period they named. Group by category, vendor, month, or payment method if that is how they read the packet. The page totals the amount and the tax for that range before you download. If the total looks high, look for a line you forgot to leave unmarked, or a slip you posted twice.

Download Excel when they want a workbook, CSV when they want text in the delimiter you set, or the accountant packet when they want the images with the rows. The packet names each image with the date and the vendor. You send the file. They do not need a login. Lines outside the dates are not in that file. After you hand it over, you can set those lines to exported so the open reimbursable total drops.

What a finished reimbursement packet contains

• The dates on the lines, which should match the dates on the slips.
• Vendor, amount, tax, category, and how you paid.
• The reimbursable flag, and the project when you filled it in.
• The receipt image, when you included the packet rather than the spreadsheet alone.

Keep the same dinner off the report twice

The same meal photographed on two phones, or typed and then imported from a card CSV, will look like two claims. When you accept a line that looks like one already posted, ReceiptGrid warns you and waits. Use that pause. A card import can skip likely duplicates. An imported bank row has no image. If they will ask for the slip, post the photograph and skip the matching bank row. A report that claims the same dinner twice is the kind of mistake that makes the next report get questioned.

What you still have to ask them

ReceiptGrid does not know your employer's rules. It does not know whether a meal, a mileage line, or a supply run will be paid back. Put in the packet only the lines you intend to claim, and leave a note on a line when you are unsure. The person who pays you back can open the image and decide. This is not tax advice, and it is not a promise that a cost will be repaid. The records are the slip, the date, the vendor, the amount, and the tax.

Price and the next page

A new account starts a trial, then a monthly or yearly plan. Both plans include the ledger, the reimbursable flag, and the exports. The amounts are on the pricing page. No card is required to create the account. You add a card only when you subscribe.

The weekly capture habit is covered in receipt tracking for a small business. Turning the rows into Excel or CSV is covered in receipt to Excel or CSV. A year of slips for a preparer is covered in organizing receipts for taxes. Prices are on Pricing.

Questions

Does marking a line reimbursable pay the employee?

No. The flag is a label on the line and a total on Home. The payment happens outside ReceiptGrid, after you send the file.

Can each employee see the others' receipts?

No. Each person signs in to their own ledger. The owner adds users. One account does not open another account's slips.

What if the office wants the images too?

Download the accountant packet for those dates. It is the CSV plus the receipt images, named with the date and the vendor.