Reimbursements#

Overview#

There are two ways in:

• Treasury → Reimbursements — the Treasury panel, where the people who pay claims review them and track each one's payment. Needs the reimbursement access permission.
• Reimbursements (from your own dashboard widget or /reimbursements) — your own claims. Every employee has this; no special permission needed.

Both open the same claim detail page; you simply see different actions on it depending on your role.

Who can file, and spending limits#

Reimbursement is opt-in per employee. Treasury enables people under Reimbursement Setup. An employee who has not been enabled sees “Reimbursement isn’t set up for you yet — ask Treasury to enable it.” instead of the filing form, and has no File new button on My Reimbursements; claims they already filed stay viewable and can still be cancelled.

If the employee’s policy has limits, a claim that goes over them can still be filed. The filing dialog warns under the offending line and summarises “This claim goes over N limit(s) — you can still submit; your approver will see it.” The claim is then flagged Over limit: the approver sees the plain-language findings (for example Meals — monthly cap 3,000.00: 2,400.00 already used + 1,200.00 on this claim) inside the approval task, and the Treasury list shows an Over limit badge.

Filing a claim#

A claim has a short description and one or more expense lines — one line per receipt or invoice. For each line you record what it was for, the category, the date on the receipt, the amount, and (when the receipt shows them) the vendor's name, tax ID and tax invoice number.

You can attach a photo (JPEG/PNG) or a PDF of the receipt to a line. If you upload the receipt first, ANTE reads it and fills the line in for you; you can correct anything before saving.

Once a receipt is attached, click its file name to open it — a photo opens full-screen in ANTE, a PDF opens in a new browser tab — and double-check it before you submit the claim.

The total is calculated from the lines — you never type it.

A claim holds at most 50 expense lines.

If a line's receipt date is in the future, ANTE refuses to submit the claim — a receipt cannot be issued tomorrow, so correct the date before you can continue.

If a receipt date is over a year old, ANTE doesn't block you — some late filings are legitimate — but before submitting it shows a Check these receipt dates dialog naming each old-dated line, since a wrong year is the most common receipt mistake. Choose Go back to fix a date, or File anyway to submit as it is.

When a receipt has no year printed on it, ANTE fills one in for the line automatically — from the photo's own date when it can read one, otherwise from today's date — and shows a note under the date explaining where the year came from, so you can check it before submitting.

A line's VAT amount must be less than that line's amount — ANTE won't save a claim if any line's VAT is equal to or greater than the expense itself.

Uploading several receipts at once#

Click Upload receipts at the bottom of the filing dialog (next to Add expense line) to pick several receipts in one go — photos, PDFs, or a mix of both. You can also pick more than one file from a single line's Attach receipt picker.

ANTE turns every receipt it finds into its own expense line — a single PDF can contain several receipts, and each one becomes a separate line. Files are processed one at a time, and the dialog shows File X of Y while it works through them.

A file ANTE can't read is still attached, as one line left for you to fill in by hand — nothing is dropped silently. A file that isn't a photo or a PDF is skipped, with a message telling you how many were skipped.

Saving a claim as a draft#

Click Save as draft in the filing dialog's footer to keep a half-finished claim — its lines, receipts, and linked meetings — without submitting it. A draft is private: only you can see it, not your approver and not Treasury.

Drafts you've saved appear in a Drafts section on My Reimbursements, above your filed claims. Click one to reopen it in the filing dialog — its subtitle reads Draft — only you can see it until you submit — and either finish it with Submit for approval, or delete it with the bin icon in the dialog's header (with a confirmation, since its lines are discarded).

Your dashboard's Reimbursements widget shows You have N unfinished drafts whenever you have one or more, linking straight to My Reimbursements.

Submitting a draft runs the same checks as any other claim. If something goes wrong reaching the approval step, the claim simply stays a draft — nothing is lost.

Linking meetings for context#

While filing a claim — on the web app or the mobile app — you can link meetings from your own calendar as context for your expenses, for example, "this dinner was for these client meetings." It's optional, and it never blocks you from filing. On the mobile app this lives in a Linked meetings (optional) section above the receipts.

Expense line details#

Open a claim to see each expense line laid out as its own block, in the order it was filed. Every field captured on that line is shown: the description, category, and amount, plus the transaction date, vendor name, vendor TIN, vendor address, tax invoice number, VAT amount, and withholding tax — whichever of these the receipt had.

If a receipt photo was attached, it appears as a thumbnail — click it (tap it on the mobile app) to open it full-screen, then click it again or press Esc to close. A line filed without a receipt shows No receipt attached instead. A line ANTE filled in automatically from the receipt photo is marked AI-filled.

Claim status#

While a claim is still Pending Approval the person who filed it can cancel it.

A claim filed straight into multibook shows multibook's own status instead of Pending Approval and Awaiting Payment — see When multibook approves. On Treasury → Reimbursements the status filter lists those statuses too (multibook: Applied, multibook: Transaction Approved, …), and each filter returns exactly the claims whose status reads that way. The Pending approval counter counts claims still waiting on an approver (Pending Approval, Applied, Additional Approval); Awaiting payment counts the ones that can be paid (Awaiting Payment, Accounting Approved).

Account coding#

If your company uses multibook, every line on a claim is quietly assigned a GL account behind the scenes as soon as it's filed — you never see this as the filer. ANTE tries, in order: an AI suggestion (reading the line's description, category, and vendor against each account's guideline), a keyword match on the line's category (automatically choosing the taxed or untaxed version of an expense type based on the VAT captured on the receipt, when your company's multibook publishes both), and finally the company's fallback expense type. A line can be left uncoded if none of these resolve it.

People with the reimbursement release permission (the same one needed to pay a claim) see an Account coding section on the claim detail page while it is still Pending Approval. Each line shows:

Change any lines that need it and click Save coding. Once the claim is approved, the coding becomes part of the books, so get it right beforehand — the section no longer appears after that.

The account picker needs your own multibook connection (My Profile → Connections), the same as Sync to multibook below. If your company doesn't use multibook, or your own connection isn't linked, you still see each line's current coding, just without a way to change it here.

This section is for claims approved in ANTE. A claim approved in multibook was already pushed there at filing, so Save coding on it is refused — correct its lines in multibook during its own approval instead.

Approval#

When you file a claim it goes to your direct supervisor as an approval task. If you have no supervisor on record, the claim is approved automatically.

Your company can choose which approval flow reimbursements follow under Treasury → Settings → Reimbursement Workflow — either the built-in single-supervisor flow or a custom multi-stage one. Approvers get 24 hours by default before the task is flagged as overdue.

The tagged approver for the claim's current stage — or a full-access administrator — sees Approve and Reject buttons right on the claim detail page while it is Pending Approval. Nobody else does: the person who filed the claim never sees these buttons, and neither does anyone whose turn hasn't come up yet.

• Approve decides the current stage. Once the claim clears its last approval stage, ANTE automatically generates the Request for Payment that pays it back — see Paying a claim below.
• Reject opens a dialog asking for a reason (shown to the employee) and is required before you can submit. Rejecting at the approval stage is terminal — unlike sending a task back for revision, the claim is turned down outright and the employee must file a new claim; there is nothing to resubmit.

Paying a claim#

Once a claim is approved, ANTE automatically generates a Request for Payment to pay the employee back — the supervisor's approval already authorized the spend, so this request needs no further approval and is created ready to release right away. Treasury pays the claim by releasing that request from Treasury → Payables → Request for Payment, not from this page.

The reimbursement list's Release status column, and the same field on the claim detail page, show that request's live status — For Releasing, Payment Released, Rejected, or Cancelled — so you can see where a claim's payment stands without leaving this page.

If the Request for Payment is rejected or withdrawn, the claim is rejected too automatically, with the same reason — there is nothing extra to do. In the rare case an approved claim is left showing a Release status of Rejected or Cancelled, a Reject button appears on the claim so Treasury can clear it.

This hand-off is for claims ANTE itself owns the books for. A claim approved in multibook, or any other claim with no linked Request for Payment, still pays directly from this page — Treasury sees two actions:

• Pay out — choose the fund account the money comes from. The balance is deducted and the payment is posted to the books.
• Reject — decline the claim at the payment stage, with a reason.

Working with multibook#

If your company uses the multibook ERP, reimbursements can flow into it so nobody types the same expense twice. There are two ways this is set up, chosen by an administrator on Settings → multibook:

• Approved in ANTE (the default) — everything above works exactly as described, and an approved claim can additionally be pushed to multibook by hand. That is the Sync to multibook section below.
• Approved in multibook — the claim goes into multibook the moment you file it, and multibook's own approvers decide it. See When multibook approves further down.

Companies that do not use multibook are unaffected by any of this.

Sync to multibook#

Used when approval happens in ANTE. An approved claim is pushed into multibook as an Expense Reimbursement (ERCM110) document.

Doing it#

Open the approved claim and choose Sync to multibook.

The dialog asks for:

Field	What to choose
Expense document type	The multibook document type, e.g. the one your company uses for expense reimbursements
multibook employee	The employee record in multibook the claim is filed for
Document description	Pre-filled as Reimbursement <Month Year> - <expense types>; edit it if you need to
Account (per line)	A picker for each receipt line, listing each multibook expense type as account · expense type (tax) — pick by the GL account it books to

ANTE suggests everything it can work out on its own — the employee, the description, and the account for each line. A line already coded in Account coding keeps that decision; anything else falls back to a keyword match on the line's category. Anything ambiguous is left blank for you to choose.

Submit for approval in multibook is ticked by default, which files the document for approval straight away. Untick it to leave the document as a draft you can still edit in multibook.

When multibook approves#

If your administrator has set Approved in: multibook, filing works a little differently:

• You must link your multibook account first. The document is created in multibook as you, so the filing form asks you to connect your account before you can start. There is a Connect button right in the form.
• You never pick an expense type or GL account. Just fill in the description, category, date, and amount as usual — ANTE codes each line's account automatically (AI, then keyword matching, then the company's fallback expense type) the moment you file, before the document reaches multibook. If no rung can resolve a line, filing fails and tells you what to fix (usually asking your administrator to set a fallback expense type or an account guideline).
• You never pick a department either. ANTE sends the multibook department an administrator set under Settings → multibook → Departments. There is nothing for you to do here unless filing fails asking for one.
• The tax invoice number on each line is checked before filing reaches multibook. multibook accepts at most 20 characters for it — a longer number is refused right when you submit, naming the expense line so you can shorten it and file again.
• Receipt files on your expense lines are attached automatically. Anything you uploaded to a line rides along onto the multibook document — see Receipts.
• The claim goes straight to multibook when you submit. No approval task appears in ANTE; multibook's own approvers decide it, exactly as if you had typed it into multibook yourself.
• The claim shows its multibook document number and multibook's own status, and follows multibook's progress automatically. ANTE re-checks every claim still waiting on a multibook decision roughly every 15 minutes in the background, so the status catches up on its own without anyone opening it — opening the claim also refreshes it immediately. There is nothing to press.
• The status reads exactly as in multibook, with a note under it explaining what it means and what to do next:

  Status	Meaning
  Applied	Submitted, waiting for your approver in multibook
  Additional Approval	Your approver approved it; an additional approver is reviewing it
  Transaction Approved	Your approver approved it; it now waits for accounting in multibook
  Accounting Approved	Accounting approved it and multibook posted the journal — awaiting payment
  Sent Back	Returned to you in multibook to amend and re-submit
  Draft	Pulled back to draft in multibook (Cancel Apply); no one is reviewing it

  multibook has no "paid" status, so payment is recorded in ANTE: once Treasury releases it, the claim shows Paid as usual.
• Paying it out also settles it in multibook. Accounting's approval left an amount owed to the employee in multibook. When Treasury pays the claim, ANTE sends the payment to multibook as a clearing of that amount, from the bank account linked to the fund account you paid from (set under Fund Accounts), so multibook shows it paid too. A small Cleared in multibook badge next to the status shows the clearing's document number; Sending means it is on its way, and Failed (hover for the reason) means multibook has no open amount owed to clear — fix that and use Retry on the multibook sync page. This does not depend on how vendor payments are booked, and ANTE checks it before any money moves: if the fund account has no usable linked multibook bank, or the claim has no expense report in multibook yet, the payout is refused with the reason and nothing is paid. If sending to multibook is paused, the payout still goes through and its clearing waits in the queue until sending is resumed.
• Paid by mistake? Someone with the release permission opens the claim and presses Void payout: the money goes back to the fund account, the claim is awaiting payment again, and ANTE reverses the clearing in multibook so the amount owed is open there again. Once voided, the claim can be paid again from any fund account.
• Once your approver signs off in multibook, the claim shows Transaction Approved and you are notified. The approver's name is not shared by multibook, so Approved by reads "Approver, in multibook". Treasury cannot pay it yet: payment waits for accounting's approval in multibook.
• Once accounting in multibook gives its own approval — the point multibook actually posts the journal — the claim shows Accounting Approved, Treasury can pay it, and you are notified that it is Accounting Approved in multibook and awaiting payment.
• If multibook sends the claim back, it shows Sent Back and you are notified. Sending back is not a rejection — amend the expense document in multibook and re-submit it there, and ANTE will follow it through to approval.
• If multibook keeps refusing the filing with an internal error — rather than a normal rejection message — ANTE stops retrying after 3 attempts, notifies you, and shows the same multibook sync failed banner described above with Correct and refile, since this usually means a value on the claim is not accepted there rather than a passing outage. A genuine outage gets Retry instead, and ANTE keeps retrying that automatically for longer before giving up and asking you to retry by hand.
• If your own multibook sign-in is the problem — ANTE cannot even reach multibook under your connection — it gives up sooner than either case above, after 2 attempts, since retrying a broken connection can't fix it. You are notified and shown the same multibook sync failed banner asking you to reconnect your account under My Profile → Connections, then use Retry.
• If ANTE can't check your claims because of your multibook connection — your link is missing or rejected, so ANTE can't read the approval status of your pending claims — you get one notification: "ANTE can't check the multibook approval of your reimbursements — reconnect multibook in My Profile → Connections." You are told once per outage, after several checks in a row have failed, not on every check. Click the notification to go straight to My Profile → Connections (on the phone, the notification offers a Reconnect multibook button that opens the multibook connection page), reconnect, and ANTE resumes tracking your claims by itself.
• Other moves in multibook are announced too. If the document is pulled back to draft there (Cancel Apply), re-submitted for approval, or passed to an additional approver, you get a notification saying so, and the claim's status changes to match.
• Cancelling withdraws it from multibook too. While your approver hasn't acted on it yet, Cancel request on the claim does both multibook steps for you — Cancel Apply, then Delete — and only marks the claim Cancelled once multibook confirms the document is gone. The claim then reads "Cancelled by … — ER… was withdrawn from multibook". If something fails midway, nothing is cancelled in ANTE and the message tells you to press Cancel request again; that is always safe. Once an approver has acted on it (Additional Approval or later), the button is gone and the note tells you to ask for it to be sent back to you in multibook first, then cancel.
• Deleting it in multibook cancels it in ANTE. If you withdraw the document directly in multibook (Cancel Apply, then Delete), ANTE notices within about 15 minutes — or as soon as you open the claim — marks it Cancelled, and notifies you that it was withdrawn in multibook. You don't need to do anything in ANTE. Rejecting a claim still happens in multibook.
• Paying out still happens in ANTE. Because multibook has already recorded the accounting, ANTE only records the cash movement — so the claim must be paid from a fund account that is not mapped to a GL account. If you see a message about that, pick a different account or ask your accountant which one to use.

Related pages#

• Reimbursement Setup — where Treasury enables employees and sets their spending limits
• Request for Payment — where Treasury releases the payout an approved claim automatically generates
• Settings → multibook — where an administrator chooses ANTE- or multibook-approved filing
• Settings → Cloud Credentials — where multibook is configured for the company
• My Profile → Connections — where you link your own multibook account

How It Connects#