Pay approved claims

Approving a claim doesn’t pay it. An approved claim sits with a payout status of Pending until you settle it one of two ways.

	Through payroll	As a payment batch
Money reaches the employee	With their salary	Separately — bank transfer, petty cash, or another method
Where you do it	On a payroll run	Claims → Reports → Payments
Marked paid	Automatically when the run is posted	When you mark the batch paid

Both routes flip the claim to Scheduled when you attach it and Paid when the money goes out. A claim can only be on one of them at a time.

Through a payroll run

Open a draft payroll run and find the Reimbursement claims section. It lists every approved-but-unpaid claim for the period.

1. Attach claims — individually, or Attach all to take everything in the list.

2. Each attached claim becomes a line on that employee’s payslip, under the payroll component its category is mapped to.

3. Detach (or Detach all) puts a claim back in the pool if you change your mind, as long as the run hasn’t been posted.

4. Post the run. Every claim attached to it flips to Paid automatically.

Note

A claim with a cancellation request in flight can’t be attached. Resolve the cancellation first — otherwise you’d be scheduling money that may be about to be called back.

As a payment batch

Use a batch when the money doesn’t go through payroll — a bank transfer run, a petty-cash payout, or anything else. Go to Claims → Reports → Payments.

1. Select Create batch.

2. Choose the method — Bank transfer, Petty cash, or Other.

3. Pick the approved claims to include. Only approved, unpaid claims with no cancellation in flight can be added.

4. Add a reference (a transfer reference, a voucher number) and any notes, then create the batch. Every claim in it becomes Scheduled.

5. When the money has actually gone out, open the batch and select Mark batch paid, giving the paid date. All its claims flip to Paid.

A batch you haven’t paid yet can be cancelled — its claims return to approved-and-unpaid, ready to be settled another way.

Caution

Payment batches are settled in your organization’s base currency. A claim whose lines were settled in another currency can’t go into a batch — pay it through payroll instead.

Checking where a claim’s money is

A claim’s detail page shows its Payment summary — payout status, the method, the batch or payroll run it’s attached to, and the date it was paid. To settle a single claim on its own, put it in a payment batch of one.