Submit and Approve a Reimbursement#

Open My Reimbursements — from the widget on your dashboard, or directly at /reimbursements. This is your own list: every claim you have filed, with its line count, the date, the amount, and its status.

Three cards at the top summarize where your money stands:

• Pending approval — how many claims are still with your supervisor.
• Awaiting payment — the value approved but not yet paid.
• Reimbursed this year — what you have actually been paid back.

Treasury staff reach the same claims from Treasury → Reimbursements. Both routes open the same claim detail page — you simply see different actions on it depending on your role.

Click File Reimbursement. A claim has a short description — what the spending was for as a whole — and one or more expense lines beneath it.

Keep the description meaningful: it is what your supervisor sees first, what shows in the Treasury list, and what the payment request created later is named after.

Add one expense line for each receipt or invoice. For every 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; correct anything that came out wrong before saving.

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

Submitting sends the claim to your direct supervisor as an approval task. If you have no supervisor on record, the claim is approved automatically.

A claim moves through these statuses:

• Pending Approval — waiting for your supervisor to decide.
• Awaiting Payment — approved; Treasury has not paid it yet.
• Paid — released to the employee.
• Rejected — turned down, with a reason.
• Cancelled — withdrawn by the filer before approval.

While a claim is still Pending Approval, the person who filed it can cancel it — useful if you spot a wrong amount or a missing receipt.

Out of the box, a claim goes to the filer’s direct supervisor and that is the whole approval. Administrators choose the flow under Settings → Workflows → Reimbursement Workflow: either the built-in Supervisor Approval flow or a custom multi-stage one.

The page previews whichever flow is selected, stage by stage. The built-in flow is two steps — File Reimbursement, auto-completed by the employee filing the claim, followed by Supervisor Approval, handled by the filer’s direct supervisor. A compatible custom flow must start with one Action step (auto-completed on filing) and then contain only Approval steps. Rejecting at any stage rejects the claim.

Approvers get 24 hours by default before their task is flagged as overdue, so a claim doesn’t sit unnoticed.

The supervisor doesn’t need to go hunting for a task. Whoever is tagged to decide the claim’s current stage — or a full-access administrator — opens the claim itself and sees Approve and Reject buttons right there, for as long as it stays Pending Approval. The filer never sees these buttons on their own claim, and neither does anyone whose turn hasn’t come up yet.

• Approve decides the stage. Once the claim clears its last approval stage, ANTE generates the Request for Payment automatically — the next step below.
• Reject opens a dialog asking for a reason, which is shown to the employee. This is terminal — the claim is turned down outright and the employee has to file a new one, not resubmit this one.

Open Treasury → Reimbursements. Every employee’s claim is listed with its reference, the employee, the description, the number of lines, the amount, its Status, its Release status, and — for companies on Multibook — the Multibook document number. Filter with All Status or search by description.

If your company uses Multibook, this is also the moment to check account coding. Each line was assigned a GL account automatically when the claim was filed (an AI suggestion first, then a keyword match on the line’s category, then the company’s fallback expense type). Anyone with the reimbursement release permission sees an Account coding section on a Pending Approval claim, showing each line’s current account with a badge for how it got there — AI suggested, Keyword, Fallback, Accountant, or Uncoded.

Change whatever needs changing and click Save coding. Do it before approval — once the claim is approved the coding becomes part of the books and the section disappears.

Approval doesn’t move money. 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 skips Payment Approval entirely and is created straight at For Releasing — the payee is the employee who filed, the amount is the claim total, and the memo names the claim.

Treasury pays it from Treasury → Payables → Request for Payment, not from the reimbursement page. Open the request, click Release Payment, choose the Fund Account the money comes from (required), optionally add a Memo, and confirm. The fund account is deducted, the request moves to Payment Released, and the claim is marked paid.

If that request is rejected or withdrawn instead, the claim is rejected too, automatically and with the same reason — nothing is left stranded.

Back on the reimbursement, the Release status column (and the same field on the claim detail page) mirrors that payment request live — For Releasing, Payment Released, Rejected, or Cancelled — so you can see where a claim’s money stands without opening Payables.

Some claims pay directly from the reimbursement page instead of through a payment request: those approved inside Multibook, and any older claim with no linked request. On those, Treasury sees two actions — Pay out, which asks for the fund account, deducts the balance, and posts the payment to the books; and Reject, which declines the claim at the payment stage with a reason.