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Set up Instant Reimbursement feature for your organisation and your employees will receive their auto-approved business expense reimbursements within seconds, eliminating the typical waiting period.

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Benefits

  • Employee Experience: By removing the friction of delayed reimbursements, you demonstrate trust in your employees and prioritise their financial well-being.
  • Talent Retention: Progressive benefits like instant reimbursement help attract and retain employees who value employers that address practical workplace challenges.
  • Efficiency: Automated processing reduces administrative work whilst maintaining proper financial controls and audit capabilities.
  • Trust: Instant reimbursement signals confidence in your team’s judgement and creates a high-trust work environment.

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Set-up Instant Reimbursements

You configure instant reimbursements for your employees, enabling them to receive approved expense claims immediately rather than waiting for the approval cycle. To configure instant reimbursements:
  1. Log in to the Payroll Dashboard.
  2. Navigate to Settings → Reimbursements Setup.
  3. Ensure Reimbursements Enabled is checked.
  4. Check Include reimbursements with payroll if you want approved reimbursements to be automatically included in the monthly payroll cycle.
  5. In the reimbursement types section, you can specify which categories are eligible for instant reimbursements. For each reimbursement type, check the Enabled box to make it available for selection when employees submit claims.
  6. You can also add a new reimbursement type using the Add button.
  7. Check the Instant Reimbursements box for categories that should be eligible for immediate processing (commonly used for Travel, Food, Fuel and so on).
  8. Set an Instant Reimbursement Limit (For example, ₹5000) which represents the maximum amount that can be automatically approved in a month.
  9. Click Continue to save your settings.
Watch Out!You can establish monthly reimbursement limits for employees, ensuring budgetary control whilst providing the convenience of instant payments. You can also ensure audit trails and maintain complete visibility into all instant transactions.Once the Instant Reimbursement feature is enabled, employee claims will be automatically approved through our intelligent OCR (Optical Character Recognition) system that scans and validates submitted receipts and documents. In case the OCR method fails to process any claim, administrators can utilise the manual approval/rejection method.For detailed guidance on manual approvals, refer to Reimbursements.