Expense reimbursements allow team members to submit reimbursements for any company expenses paid by personal funds.
Who can submit an expense reimbursements request?
Owners and Admins can reimburse themselves by submitting a request and self-approving it. In the Smart and Premium plans they are the only ones that can reimburse themselves. In the Basic plan expense reimbursement is not included.
Essential, Business and Enterprise plans:
On the Essential, Business and Enterprise plans, Managers and Employees (i.e, all 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. You can add multiple VAT lines per expense for more accurate reporting.
Learn more about all the steps to submit a reimbursement request.
Owners and Admins can reimburse themselves without submitting a request.
Essential plan:
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.
Can I add multiple VAT rates to a single expense?
Yes! You can now add multiple VAT lines per expense for more accurate VAT reporting.
How it works:
- When submitting an expense reimbursement request, you can add multiple VAT lines with different rates for the same expense
- Reviewers (Owners, Admins, and Advanced Managers with the transfer permission) can edit VAT information after submission if needed
💡 This is particularly useful for expenses that include items with different tax rates (e.g., meals and drinks at different VAT rates, or mixed business purchases)
Who can approve and decline an expense reimbursement request?
Owners, Admins, and Advanced 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, 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 Advanced 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 an approval workflow
❌ Submit reimbursement requests in bulk
❌ Calculate mileage in Italy
💡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? 👇
read this FAQ article to learn how to submit an Expense reimbursement
read this FAQ articles to learn how to submit a Mileage reimbursement
Can I export expense reimbursement reports?
Yes! Owners, Admins, Advanced Managers with the transfer permission, and Accountants can export expense reimbursement reports directly from Qonto.
Export options:
- Time period: Select a specific date range
- Format: Choose between CSV or Excel
- Content: All expense details including amounts, descriptions, multi-VAT information, and validation steps (who approved and when)
- Attachments: Option to include associated receipts in the export
How to export: Go to Team expenses > Reimbursements, then click on the export button and select your preferences.
💡 You no longer need to approve requests before exporting the data - you can now export pending, approved, or declined reimbursement requests for better tracking and reporting.