Reimbursements#

Overview#

There are two ways in:

• Treasury → Reimbursements — the Treasury panel, where the people who pay claims review and release them. 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.

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 or scan 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.

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

If a line's receipt date is in the future or over a year old, ANTE shows a warning under the date as a heads-up that it might be a typo. This is only a warning — it doesn't stop you from submitting, since some late filings are legitimate.

Claim status#

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

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 Settings → Workflows → 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.

Paying a claim#

On an approved claim, 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.
• 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 follows Multibook's progress. ANTE checks with Multibook each time you open the claim, so the status catches up on its own — there is nothing to press. It stays Pending Approval until Multibook fully approves it (both the manager and accounting stages), at which point it becomes Awaiting Payment and you are notified.
• If Multibook sends the claim back, it stays Pending Approval in ANTE 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.
• Withdrawing and rejecting happen in Multibook. Once the document is in Multibook, ANTE will not let you cancel or reject it — do that in Multibook so both systems agree.
• 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#

• 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