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Accounting & Bookkeeping · How-to guide

Approve, reject and reimburse a claim

Review claim evidence, complete approval and record payment to the staff claimant.

Audience: Assigned approvers and finance staffFeature: Claim approval and reimbursementModule v1.4.5
Feature pathAccounting → Claims → open claim
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Claims: Edit; approval authority. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Review claim evidence, complete approval and record payment to the staff claimant. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The controller includes approve_claim, reject_claim and add_claim_refund. Interface text distinguishes pending payment, pending refund, paid and refunded states.

Reimbursement is represented through a refund/payment record linked to the claim, not by editing the original claim amount.

Partial or multiple refunds must not exceed the maximum allowed remaining reimbursement.

Step-by-step workflow

  1. Open the claim detail.
  2. Review claimant, project, category, amount and receipts.
  3. Approve or reject through the configured chain.
  4. For an approved claim, choose the reimbursement or refund action.
  5. Enter amount, payment source, date and reference.
  6. Save and review refund ledger entries.
  7. Match and reconcile the payment.

Important fields and decisions

Approval decisionApprove or reject with appropriate reason.
Eligible amountCan require review against policy and budget.
Payable balanceAmount due to the staff member.
Refund or reimbursement methodBank, cash or other supported payment source.
Transaction referenceLinks payment evidence.
Ledger entriesClear payable and credit the payment account.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Do not approve your own claim where prohibited.
  • Do not reimburse more than the approved remaining amount.
  • Record rejection reasons.
  • Verify claimant bank details independently.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentexpensebankingreconciliationcheckbudgetclaimreportapprovalmappingdouble-entryproject budgetimprest
Manage claim refunds and ledger entries →Claims and reimbursements overview →Reconcile a bank account →Understand Accounting approval statuses →Accounting budgets overview →Create an Accounting budget →