Employee Reimbursements (Out-of-pocket)

This covers both:

• employee view (submitting spend)
• finance admin view (reviewing, coding, posting, paying)

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Employee Experience — Submitting Expenses

Employees submit expenses in:

Home → Expenses

They can:

• upload a receipt (drag & drop in Light or mobile upload via Slack or the Light Mobile App)

• enter Description / business purpose

• select category

• submit for approval

  

Once submitted → the item enters the approval flow (status: Approving / Processing)

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Reimbursements (Out-of-Pocket)

A Reimbursement = employee paid personally (cash / personal card) and needs to be repaid.

Process flow:

1. Employee submits expense

2. Light automatically generates an expense report with a receipt per line

3. Finance sees the expense report and can send for approval (similar flow to AP Bills)

4. Approvers review & approve/reject

5. Upon approval, a payment run approval needs to be done

6. Reimbursement is paid (automatic or manual)

   

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Finance Admin View (Control & Oversight)

Finance can:

• correct or finalise coding (GL, VAT, custom properties, entity)
• split lines

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Approvals

Approvers receive tasks:

• in Light’s Webapp
• in Slack or Teams (if connected)
• In Light’s Mobile App

They can Approve / Reject / Comment.

Approval logic is determined by your workflow rules

Paying Reimbursements

If bank payments are enabled:

• reimbursements move into Scheduled and are paid automatically

If bank payments are not enabled:

• finance manually marks reimbursement as Paid

  

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Workflow Logic — Where Approvals Are Configured

All AP/Expense approvals live in:

Settings → Workflows

Rules can be based on:

• amount
• expense type (card vs reimbursement)
• vendor
• department / cost centre / custom fields
• entity

Example:

“All card transactions over €2,000 must go to Finance Director”