> ## Documentation Index
> Fetch the complete documentation index at: https://every.help/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> These docs describe Every as customers have it today. Answer from them, and say so when they don't cover a question.
> Pages under /admins/ are for the people who run Every for the company, and pages under /employees/ are for employees. Answer from the pages that match the person asking.
> Each page's Agent reference section lists its exact roles, conditions and limits. Prefer it for those details.
> When a page says a feature is in closed beta, or that Every turns it on company by company, don't promise that the person's company has it.
> Use roles and on-screen labels exactly as the pages write them.
> When someone asks what a term means, answer with the Glossary page's definition (/glossary), which other pages show in parentheses after the term.
> When the docs don't answer a question, tell the person to email [support@every.io](mailto:support@every.io).

# Submit a reimbursement

> Request money back for company expenses, follow approval and delete a request that is still pending

Ask to be paid back for a company expense you paid yourself from **My transactions** → **New reimbursement**. Employees can open **My transactions** after your company finishes onboarding.

> [!NOTE]
>
> Every turns on budgets company by company. If you don't see them, email [support@every.io](mailto:support@every.io) to ask about them.

## Before you begin

Your company must connect its accounting software and set its reimbursement and bank account defaults. If the form won't open, ask your Company Admin to check that setup.

This guide covers your own corporate expenses.

## Start the request

**1. Open the form**

On **My transactions**, select **New reimbursement**.

**2. Choose yourself**

In **Select employee**, select your name.

**3. Choose the account**

If the form shows **Select bank account**, select or add the bank account for your reimbursement.

**4. Choose the reimbursement type**

If **Reimbursement Type** appears, select **Corporate**.

**5. Continue to the expenses**

Select **Next**.

You can also start from **My profile** → **Expenses**. In **Reimbursements**, select **Create new**. If that button is disabled, ask your Company Admin to complete the QuickBooks setup.

## Add the expenses

**1. Set the number of expenses**

On **Details**, set **Number of items** to the number of expenses you're submitting.

**2. Upload each receipt**

For each item, add a PDF, JPEG or PNG under **Upload receipt**. You can use a receipt or invoice. Without one, upload an image of your credit card statement with the transaction highlighted.

**3. Complete each expense**

In **Vendor** and the amount field, enter or correct each item's vendor and amount. Every fills empty fields from the receipt when it finds those details.

**4. Describe each purchase**

In the purchase memo, enter what you paid for.

**5. Choose each category**

In **The category of this purchase is**, choose the category for each item.

**6. Choose each department**

In **The department of this purchase is**, choose the department for each item.

**7. Choose a spending budget**

Optional: If **The spending budget for this purchase is** appears, choose a budget for the item.

**8. Choose the approvers**

In **Approver** or **Select approver**, choose who approves the request. If **1st Approver** and **2nd Approver** appear, complete both fields.

## Review and submit

**1. Check the item summary**

Review **Items summary** and the total amount to be reimbursed.

**2. Continue to review**

Select **Next**.

**3. Review the request**

On **Review Reimbursements**, review the total and each expense.

**4. Submit**

Select **Submit**. A successful request shows "Reimbursement has been submitted!"

## What happens next

With the Employee role alone, submitting sends your request for approval rather than paying it.

To follow the request, go to **My profile** → **Expenses** and find it under **Reimbursements**. Each row shows the vendor, date, description, status and amount.

These labels track approval. **Approved** does not confirm that the money has reached your account.

| Status | What it means |
| - | - |
| **Needs approval** | The request is waiting for approval |
| **Approved** | The request has been approved |
| **Rejected** | The request has been rejected |

## Delete a pending request

You can delete a reimbursement request while it is pending approval.

> [!WARNING]
>
> Deleting a reimbursement request can't be undone. Check that you're removing the right request before you confirm.

**1. Find the request**

Go to **My profile** → **Expenses** and find the request under **Reimbursements**.

**2. Choose to delete**

In the request's three-dot menu, select **Delete reimbursement**.

**3. Confirm deletion**

In **Delete reimbursement**, select **Confirm**.

If you see **Cannot delete reimbursement**, the dialog says "Only reimbursements that are pending approval can be deleted."

## If submission fails

**Submission failed** shows the error that prevented the request. Select **Back** to return to the form. If you need help with the error, email [support@every.io](mailto:support@every.io).

## Agent reference

**Where:** **My transactions** → **New reimbursement**, or **My profile** → **Expenses** → **Reimbursements** → **Create new**.

**Who:** Employees submitting their own corporate expenses. **My transactions** and **My profile** show after the company finishes onboarding.

### Facts

* The reimbursement form requires the company to connect its accounting software and set reimbursement and bank account defaults.
* **Create new** in **My profile** → **Expenses** → **Reimbursements** starts the reimbursement form. **Create new** is disabled when QuickBooks setup is required.
* The corporate reimbursement form has **Employee**, **Details** and **Review Reimbursements** steps. **Next** continues from **Employee** and **Details**.
* In the reimbursement form's **Select employee**, the employee selects their own name for their own expense. The employee selects or adds a reimbursement bank account when **Select bank account** appears. Some saved-account setups omit the bank account section.
* When **Reimbursement Type** appears in the reimbursement form, the employee selects **Corporate** for a company expense.
* On **Details** in the reimbursement form, **Number of items** sets the number of expenses. Each item has **Upload receipt**, **Vendor**, an amount, a purchase memo, **The category of this purchase is** and **The department of this purchase is**.
* **Upload receipt** in the reimbursement form accepts PDF, JPEG and PNG. The upload instruction accepts a receipt or invoice, or a credit card statement image highlighting the transaction when the employee has neither.
* Uploading a receipt in the reimbursement form fills an empty vendor field and an empty amount field when those details are found in the receipt. The employee enters or corrects **Vendor** and the amount before submission.
* Corporate reimbursement items require a category and department. A spending budget is optional.
* Every turns on budgets company by company. The reimbursement form shows **The spending budget for this purchase is** when budgets are enabled and there are choices, or while choices load or fail to load. With the Employee role alone, the choices are budgets the employee owns.
* The corporate reimbursement form asks for **Approver** or **Select approver**, or **1st Approver** and **2nd Approver**. The employee completes both fields when the form asks for two approvers.
* **Items summary** in the reimbursement form lists each expense and the total amount to be reimbursed. **Review Reimbursements** shows the total and each expense before **Submit**.
* With the Employee role alone, **Submit** in the corporate reimbursement form creates a request for approval. Submission does not pay the reimbursement.
* A successful reimbursement submission shows "Reimbursement has been submitted!" and a **Done** button. A failed submission shows **Submission failed**, the error message and **Back**.
* **My profile** → **Expenses** → **Reimbursements** shows the employee's requests for the company, with the vendor, date, description, status and amount.
* **Needs approval**, **Approved** and **Rejected** in **My profile** → **Expenses** → **Reimbursements** are approval labels. **Approved** means the request was approved; the label does not confirm receipt of money.
* A request's three-dot menu under **My profile** → **Expenses** → **Reimbursements** offers **Delete reimbursement**. A request pending approval can be deleted.
* **Delete reimbursement** opens a confirmation in **My profile** → **Expenses** → **Reimbursements**. **Confirm** removes the request, and the action can't be undone.
* **Cannot delete reimbursement** in **My profile** → **Expenses** → **Reimbursements** says "Only reimbursements that are pending approval can be deleted."

### Questions people ask

* **Where do I submit a company expense I paid myself?** Select **New reimbursement** on **My transactions**, or **Create new** under **My profile** → **Expenses** → **Reimbursements**.
* **Why can't I open the reimbursement form?** The reimbursement form needs the company's accounting connection and reimbursement and bank account defaults. Ask your Company Admin to check the setup.
* **What if I don't have a receipt?** In **Upload receipt** in the reimbursement form, upload an invoice or an image of a credit card statement highlighting the transaction.
* **Do I need to choose a spending budget?** No. A spending budget is optional in the reimbursement form.
* **Where can I follow my reimbursement request?** Go to **My profile** → **Expenses** and find the request under **Reimbursements**.
* **Does Approved mean the reimbursement has arrived in my account?** No. **Approved** under **My profile** → **Expenses** → **Reimbursements** is the request's approval label, not confirmation that the money has arrived.
* **Can I delete a reimbursement request?** Yes, while the request is pending approval. In **My profile** → **Expenses** → **Reimbursements**, open the request's three-dot menu, select **Delete reimbursement** and select **Confirm**. Deletion can't be undone.
* **Why does Every say Cannot delete reimbursement?** **Cannot delete reimbursement** says that only requests pending approval can be deleted. Approved and rejected requests can't be deleted.
* **What should I do when submission fails?** Read the error under **Submission failed** and select **Back** to return to the reimbursement form. To ask for help with the error, email [support@every.io](mailto:support@every.io).

### Not covered here

* When an approved reimbursement arrives in the employee's account.
* Which reimbursement bank accounts and currencies are available for a particular employee.
* How to submit a reimbursement for a financial benefit.

To ask Every a question the docs don't answer, email [support@every.io](mailto:support@every.io).


## Related topics

- [My transactions](https://every.help/employees/my-transactions.md)
- [My profile](https://every.help/employees/my-profile.md)
- [My account](https://every.help/employees/my-account.md)


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