Receiving Payments

Once your expenses are approved and your bank account is verified, you'll receive reimbursements via direct deposit.

The Payment Process

Report Approved → Finance Processes Payout → Stripe Sends ACH → Bank Receives Funds

Timeline

Stage	Time
Approval complete	Instant
Payout initiated	1-2 business days
ACH transfer	1-3 business days
Funds available	Total: 2-5 business days

Checking Payment Status

1. Go to Expenses or Reports
2. Find approved items with Paid status
3. Click to see payment details

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Payment Details

For each paid expense/report, you can see:

Detail	Description
Amount	Total reimbursed
Payment Date	When payout was initiated
Bank Account	Last 4 digits of receiving account
Transfer ID	Stripe reference number
Status	Pending, In Transit, or Paid

Payment Statuses

Status	What It Means
Pending	Payout created, not yet sent
In Transit	ACH transfer in progress
Paid	Funds deposited to your account
Failed	Transfer couldn't complete

Payment Notifications

You'll receive notifications when:

1. Payout initiated - Finance processed your reimbursement
2. Funds deposited - Money arrived in your bank account
3. Transfer failed - There was a problem (rare)

Email Notifications

Example email:

Subject: Your expense reimbursement has been deposited

Hi [Name],

Your expense reimbursement of $142.50 has been deposited
to your bank account ending in ****1234.

Report: NYC Sales Trip - December 2025
Transfer ID: tr_123abc456def

View details in Expensed: [Link]

Viewing Payment History

To see all your past payments:

1. Go to Expenses
2. Filter by status: Paid
3. See all reimbursed expenses

Or:

1. Go to Reports
2. Filter by status: Paid
3. See all paid reports

Which Account Gets the Payment?

Payments go to your default bank account:

• The account marked with
• If no default, the first verified account
• If no accounts, payout is held until you add one

Add Account Before Approval

For fastest reimbursement, add and verify your bank account before submitting expenses.

Failed Payments

Rarely, a transfer may fail due to:

• Closed bank account
• Incorrect account numbers
• Bank rejecting ACH deposit

What Happens

1. You receive a notification
2. Expense status changes to show error
3. Finance is notified
4. They'll work with you to resolve

How to Fix

1. Check your bank account is still valid
2. Verify account numbers are correct
3. Add a new account if needed
4. Contact Finance to retry the payout

Taxes and Reporting

Tax Implications

Expense reimbursements for business purposes are typically not taxable income. However:

• Consult your tax advisor
• Keep records of all expenses
• Download reports for your records

Downloading Records

For tax purposes:

1. Go to Reports
2. Filter by date range (tax year)
3. Click Export
4. Download CSV or PDF
5. Save for your records

Batched Payments

Your organization may batch payments:

• Weekly - All approved expenses paid every Friday
• Bi-weekly - Every other week
• On demand - As soon as approved

Check with your Finance team for your organization's schedule.

Contact for Payment Issues

If you have payment problems:

1. Check your bank account is verified
2. Confirm account numbers are correct
3. Contact your Finance team
4. As a last resort, email support@expensed.app

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Next: Approval Queue (For Managers) →