Skip to main content

Getting Started with Reimbursements as a Team Member

  • Updated

If your business pays you back for things you buy yourself, there are only two steps you need to complete to get started with Weel:

  1. Tell Weel where to pay you
  2. Submit your first reimbursement claim

This guide walks you through both, and explains what happens after you hit submit.

 

Before you start

You will need:

  • The Reimbursements payment type on your account, which your Admin, Owner or Accountant needs to enable on your account. If you can't see Reimbursement Bank Account under Settings > Profile, you don't have it yet. 
  • Your Account Name, BSB and Account Number.
  • A receipt or tax invoice for whatever you're claiming.

 

Steps

1. Add your bank account

Approved claims are paid straight into this account, so you only enter these details once. Only you can add or change them, which means that your payouts will always land in your account.

To add your bank account on the web:

  1. Log in to Weel and click the cog icon in the top-right corner.
  2. Click Account settings, then Profile.
  3. Under Reimbursement Bank Account, enter the full Account Name, the BSB, and the Account Number.
  4. Confirm the Account Number, then click Save.

To add your bank account in the mobile app:

  1. Start your first reimbursement claim as normal.
  2. When prompted, tap Add bank details.
  3. Enter your Account Name, BSB and Account Number, then confirm the Account Number.

 

Note: To change your bank account later, use the web app. The mobile app only shows the details you've already saved.

 

2. Submit your first claim

To submit a reimbursement in the mobile app:

  1. Open the Weel mobile app and tap the Requests tab.
  2. Tap the green + button, then Submit reimbursement.
  3. Upload a photo of your receipt or tax invoice.
  4. Complete the reimbursement form.
  5. Tap Submit.

To submit a reimbursement on the web:

  1. Log in to Weel and go to Reimbursements in the left-hand menu.
  2. Click Request Reimbursement.
  3. Upload your tax invoice.
  4. Complete the required fields and any custom fields your business requires.
  5. Click Save.

 

What happens next

Your claim goes to your approvers, who are notified by email and push notification. You'll be notified automatically once it's Approved or Declined.

If it's declined, your approver can leave a comment, and you can fix it and resubmit.

Once approved, your finance team controls when payment actually goes out, so it isn't necessarily immediate.

Track your claim at any time:

  • Mobile app: the Requests tab, under Pending or History.
  • Web app: the Reimbursements page, under Coding Required or Approval Required while it's awaiting action, Scheduled once approved and queued, Paid once it's out, or Failed.

 

Good to know

 

Related Articles