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Reimbursements in Corpay One

You can manage and pay all employee expense reimbursements directly from Corpay One. Here's how it works.

Updated over 3 weeks ago

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.

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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.

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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.

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Step 4: Categorize the Expense

  • You can categorize the expense, assign a department, add notes, or adjust amounts.

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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.

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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.

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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.


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