What reimbursements are for
Reimbursements cover any spend an employee makes from their own money on behalf of the business — and which the business needs to pay back.
Apron handles the whole process in one place, from the moment an employee captures a receipt or logs a mileage claim through to the payment landing in their bank account and the entry posting to your books.
There are two types of reimbursement claim in Apron:
Out-of-pocket expenses — purchases made with personal money (e.g. client lunch, software, travel booking).
Mileage claims — travel by an employee’s own vehicle, calculated by distance and the rate you’ve set up.
The reimbursement lifecycle
Every claim moves through the same four stages:
Submit — the employee creates a claim from the mobile app or in the desktop app.
Approve — the claim is routed to the approver(s) defined in your reimbursement workflow. If no approval is needed, it goes straight to Pending Payment and Inbox.
Pay — once approved, you can pay them out in Apron in the Pay section, batching and paying the employee using your usual payment method.
Publish - once approved, the reimbursement request can be published to your accounting software
Where to find reimbursements
Reimbursements live in the Expenses section of the desktop app. Employees can also see their own claims in the mobile app under the Reimbursements section.
What’s new in reimbursements
If you used the previous reimbursements feature, here’s what’s changed:
Dedicated reimbursements section — submit, review, approve and track reimbursements status in the dedicated section on desktop and mobile
Approval workflows — set up approval workflows based on employee and amount thresholds
Mileage — employees can now log journeys and claim mileage at the rate you’ve configured.