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How to request a reimbursement for an out-of-pocket expense

  • Updated

Submit a claim for money you've spent out of pocket, and get paid back once it's approved.

Before you start

  • A valid tax invoice for the expense. Depending on your organisation's requirements, this may be mandatory.
  • Your bank account linked to Weel (Australian accounts only: BSB and Account Number). Reimbursements are always paid to the person submitting the claim, not on someone else's behalf. If you haven't linked one yet, see How to link your personal bank account to receive reimbursements.
  • Reimbursements enabled as a payment type for your account. Check with your account administrator if you're unsure.

Steps

Mobile app

  1. Open the Weel mobile app.
  2. Tap the Requests tab.
  3. Tap the green + button.
  4. Tap Submit reimbursement.
  5. If you haven't linked a bank account yet, tap Add bank details and enter your Account Name, BSB, and Account Number (Australian accounts only).
  6. Upload a photo of your receipt (or tax invoice).
  7. Complete the reimbursement form with the required details: merchant name, date, amount, GST, budget, category, and any custom fields your business requires.
  8. Tap Submit.

Web app

  1. Log in to the Weel web app.
  2. Navigate to Reimbursements in the left-hand menu.
  3. Click Request Reimbursement.
  4. Upload your tax invoice.
  5. Complete the required fields:
    • Merchant name
    • Date of expense
    • Total expense amount
    • GST Amount (or a tax rate selection, on accounts using the newer tax-rate coding experience) [UNCONFIRMED - do not publish until verified: the usesDirectTaxReimbursements feature flag's rollout state determines whether this field always shows as a tax-rate selector instead of a plain GST Amount field]
    • Budget
    • Category
    • Description (optional)
    • Any additional custom fields your business requires
  6. Click Save.

What happens next

Your request goes to your approvers for review, and they're notified by email and push notification. You'll be notified automatically once it's Approved or Declined; if declined, your approver can leave a comment explaining why, and you can resubmit after addressing their feedback.

Track your request at any time:

  • Mobile app: the Requests tab (Pending / History)
  • Web app: the Reimbursements section, under the relevant status tab: Coding Required or Approval Required for items awaiting action, Scheduled for approved items queued for payment, Paid once paid out, or Failed

Once approved, finance controls exactly when payment goes out, so it isn't necessarily immediate. Every claim is capped at AUD $100,000; split larger amounts into multiple claims.

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