Reimburse expenses

Required permission: Issue reimbursements

Manage expenses has been redesigned to give finance teams a faster, more focused review experience. It's being rolled out from August 2026.

Once fully approved, the expense displays in the Pending reimbursement tab for the finance team to review and send for payment.

Edit expenses

In case you want to edit the coding of an employee's expense (e.g., add missing info or correct mistakes), approvers can edit expense fields during the review process. Changes made by the approver are recorded in the expense audit log.

To edit expenses:

1. Go to the Expenses tab.
2. Select the expense to be edited. The Edit expense panel is displayed at the right side of the screen.
3. Review and edit the expense as required.

You can edit the Tax code and the Tax amount. The Tax rate is automatically calculated based on the tax code for every expense.

Tax codes

You can define tax codes per subsidiary and set tax collection preferences for each expense category, with the option to override the subsidiary's default tax code. When tax codes are activated, Tipalti automatically calculates and displays the tax rate based on the tax code for every expense. Approvers can review and make adjustments before final approval.

Default tax codes and amounts are synced or imported from your ERP system or set up with your Tipalti rep while onboarding. For more info, go to Tax codes.

Manage expense payment details

Employees can manage their expense payment details directly in the Tipalti Hub on web, without switching to the mobile app. This option becomes available after their first expense submission and depends on the employee's onboarding status.

From their Profile settings, employees can click Add payment details, then enter their type (individual or company), address, and payment details in the dialog. Once saved and confirmed, these details will be used for future reimbursements.

Reimburse your employees

To reimburse your employees:

1. Go to the Pending reimbursement tab in Manage expenses.
2. Expenses are grouped by employee, with each group showing the total amount owed. Expand a group to see the individual expenses inside it.
3. Select the expense groups or individual expenses you want to reimburse using the checkboxes.
4. Click Reimburse or Reimburse all.

You can reimburse a single expense from its side panel, select a few expenses for a partial reimbursement within a group, or select everything on the page (or across a whole group) for a bulk reimbursement. When you select expenses, an action bar appears showing the count and total selected, with Reimburse, Mark as reimbursed, and Export options.

Before you reimburse, you'll see a dialog confirming the reimbursement amount. Any expenses in this reimbursement group with issues are shown in an alert.

The status of each reimbursed expense group changes to Processing, and a new payment batch is created with the selected expenses. If an expense group is reimbursed successfully, its status changes to Reimbursed. If it can't be reimbursed, the status changes to Reimbursement failed. You can find both in the All expenses tab by filtering on expense status.

The Pending reimbursement tab verifies that an employee has bank details on file before a finance user can reimburse. Once the employee adds their payment details, the reimbursement can proceed.

Mark as reimbursed

You can select group or individual expenses to Mark as reimbursed. This enables you to track reimbursements made outside of Tipalti's system, while still syncing with your ERP.

To mark expenses as reimbursed:

1. Go to the Pending reimbursement or All expenses tab in Manage expenses.
2. Select the expense or expenses you want to mark, then click Mark as reimbursed — either from the side panel, the row's 3-dot menu, or the bulk action bar if you've selected more than one.

3. In the dialog, enter the Date reimbursed and select the From account (the account used to reimburse, for record purposes only). The account currency should match the expense currency.
4. Click Mark as reimbursed. When marking multiple expenses at once, the button shows the count, for example "Mark as reimbursed (55)." Please note, once an expense is marked as reimbursed outside of Tipalti, it can't be undone.

The expense status will show Marked as reimbursed. From here, you can also filter expenses by status, including Marked as reimbursed, in the All expenses tab.

Manage failed reimbursements

If any reimbursements fail, a banner appears at the top of Manage expenses showing the amount of reimbursements that failed and need your attention, with a Review button.

Clicking Review opens the Manage failed reimbursements view, listing every failed reimbursement group with its Reimbursement Group ID, employee, last reimbursement attempt, number of expenses, and amount. From here you can retry a single group, use its 3-dot menu to Mark as reimbursed or Delete, or click Retry all to retry every failed expense group at once.

Common questions