What are reimbursements?
Reimbursements are refunds to employees who have paid work-related expenses out of their own pocket.
Examples include:
A meal during a business trip
Office supplies purchased personally
How do reimbursements work in Corpay One?
Employees (co-workers) can create and manage expense reports, attach receipts, and submit them for reimbursement directly in Tools > Reimbursements.
When an expense report is submitted:
An invoice is generated on the company’s Bill Pay page.
That invoice works like any other invoice—it can trigger workflows, be reviewed, approved, and paid.
The submitting employee is automatically added as a vendor in Bill Pay > Vendors.
Each receipt becomes a line item on the invoice, with matching categories and amounts.
A combined payment entry is created in the company’s ERP once the report is paid (if integrated).
💡 The invoice due date is automatically set to the submission date of the report.
Adding Reimbursement Expenses in the Web App
Step 1: Open Reimbursements
Go to Tools > Reimbursements in the left-side menu.
The Reimbursements page will show all historical reimbursement submissions.
Step 2: Create a New Expense Report
Click Create New Expense Report.
You can keep multiple reports open (e.g., one for client meetings, another for office supplies).
Give your report a name and click Create.
Step 3: Add a Receipt
Inside the report, click Add New Receipt.
Upload the receipt file from your computer or enter it manually. Corpay One will analyze it like any other document.
Step 4: Categorize the Expense
You can categorize the expense, assign a department, add notes, or adjust amounts.
Step 5: Submit the Expense Report
Click Submit Expense Report at the top of the page.
Add your banking ACH information (this will be saved for future use but an be edited)
The system generates an invoice on the company’s Bill Pay page.
Step 6: Confirmation
A confirmation message appears once submitted.
The invoice is now visible in Bill Pay, following the company’s workflow for approval.
The reimbursement can be deleted by navigating to the 3-dots and clicking delete.
Adding Reimbursement Expenses in the Mobile App
Step 1: Open Reimbursements
In the mobile app side menu, tap Reimbursements.
You’ll see your list of expense reports (blank if none exist).
Step 2: Create or Select a Report
Tap Create New Expense Report (or open an existing one).
Enter a name and choose if it should be a Running Report (stays open after submission).
Step 3: Add Receipts
Inside the report, tap the camera icon to capture a receipt.
Take a photo, then assign a category and any other details.
The receipt will be analyzed automatically.
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Step 4: Submit the Report
Once ready, tap Submit Report (upper right).
Review the contents and total amount, then confirm.
You can also add a note that will appear on the invoice.
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Step 5: Confirmation
You’ll see a final confirmation message.
The reimbursement will be paid to your bank account after approval in the Bill Pay page.
Notes for Admins
Admins can require employees to assign categories before submitting a report (Settings > Tools > Reimbursements).
Closed/submitted reports and additional settings can only be accessed in the web app.