The feature above is available by default in the Business and Enterprise plans. Starting from 01/10, these features are also available for those who switch to the Smart, Premium and Essential plans according to the new pricing (more details here).
Expense reimbursements allow all team members to submit reimbursements for any company expenses paid by personal funds.
Who can submit an expense reimbursements request?
Business and Enterprise plans:
On the Business and Enterprise plans, Managers and Employees can request expense reimbursements.
To submit an Expense reimbursement, go to the Reimbursements section, click on Request a reimbursement, and then submit your request. To submit the request, you will need the receipt of the expense. You will also need to fill out the expense amount, and a description, and enter your personal IBAN.
Learn more about all the steps to submit a reimbursement request.
Owners and Admins can reimburse themselves without submitting a request.
New Essential plan (if you changed your plan after the 01/10/2024):
Employees and Managers can request expense reimbursements if the Add-on Expense & Spend Management or Account Payable is activated.
Owners and admins can reimburse themselves without submitting a request.
Who can approve and decline an expense reimbursement request?
Owners, Admins, and Managers with the transfer permission activated can approve and decline an Expense reimbursement request on Qonto.
To approve or decline an Expense reimbursement request, go to the section Team expenses, click on Reimbursements, then approve or decline each request submitted.
💡 For Essential (new plan starting from 01/10/2024), Business, and Enterprise plans with the Add-on Expense & Spend Management or Account Payable, you can bulk approve or decline reimbursement requests by selecting multiple requests in your app.
Learn more about all the steps to approve and decline an Expense reimbursement request.
💡To get reimbursed for a business mileage expense, Owners, Admins, or Managers with transfer permissions can follow the same procedure as above by approving their own submissions.
❌ Accountant role can’t submit, approve or decline an Expense reimbursement request.
How am I informed when an Expense reimbursement request is submitted?
Owners, Admins, and Managers with the transfer permission activated receive an email and a mobile notification as soon as a request is submitted.
Learn more about how to customize Qonto’s notifications.
For now, with the Expense reimbursement request, it is not possible to:
❌ Create a approval workflow
❌ Submit reimbursement requests in bulk
❌ Calculate mileage in Italy, Germany or Spain
💡Need support to activate your employees? Copy/paste this paragraph and share it with your team member.
Accelerate your expense reimbursements. If you can’t use your Qonto card, so you use your own money to make a professional expense. To get reimbursed, submit a reimbursement request and track its status in real-time from anywhere using the Qonto app.
How to use it? 👇
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read this FAQ article to learn how to submit an Expense reimbursement
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read this FAQ article to learn how to submit a Mileage reimbursement in France