{"article":{"id":27849284538396,"url":"https://rydoo.zendesk.com/api/v2/help_center/en-be/articles/27849284538396.json","html_url":"https://help.rydoo.com/hc/en-be/articles/27849284538396-Reimbursements-Module","author_id":14189660589212,"comments_disabled":true,"draft":false,"promoted":false,"position":0,"vote_sum":0,"vote_count":0,"upvote_count":0,"downvote_count":0,"section_id":26942620543644,"created_at":"2026-06-01T11:50:01Z","updated_at":"2026-10-21T09:44:10Z","name":"Reimbursements Module","title":"Reimbursements Module","source_locale":"en-be","locale":"en-be","outdated":false,"outdated_locales":[],"edited_at":"2026-10-21T09:44:10Z","user_segment_id":null,"permission_group_id":8014159831708,"content_tag_ids":["01JDRH4TTQDPZGNMRSCCAG97BY","01JDRHXEGBQZQPQ5YRREC5EAR7"],"label_names":["reimbursed"],"body":"

The Rydoo Reimbursements module allows your company to pay back employee out-of-pocket expenses directly through Rydoo, using local payment methods. 

Reimbursements are processed via Rydoo Wallets and complement Rydoo Cards:

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In this article, you can find the following guides:

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Admin Guide: roles & permissions

Who Can Use the Reimbursements Module? 

Only users with the Treasurer role can access the Reimbursements module.

Assigning the Treasurer role

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  1. Go to Admin settings\n
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  2. Navigate to Users\n
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  3. Select a user
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  4. Open the Roles tab
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  5. Enable Treasurer\n
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Once enabled, the Reimbursements module becomes visible for that user.

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Roles in the Payment Flow

Reimbursements support a 4-eye approval flow by default, requiring two people to complete a payment. This can be toggled off if your organisation prefers a single-user flow.

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Employee Requirements

To receive reimbursements, employees must add their bank account details in Rydoo:

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  1. Go to Personal settings\n
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  2. \n

    Under General settings, click Edit and add your Bank account number

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    3. \n

Admin Guide: payment settings

Admins can configure how reimbursements work for your organisation on the Reimbursements page under Payments settings.

4-eye approval

With 4-eye approval active, two different Treasurers are needed to complete a payment: one prepares the reimbursement and another authorises and initiates it. This adds an extra layer of security and control, and is the recommended setting.

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  1. Go to Settings\n
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  2. Under Payments settings, click Reimbursements\n
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  3. Use the 4-eye approval toggle to turn it on or off
    4. \n
\"Reimbursements

💡 When 4-eye approval is turned off, reimbursements follow a single-user flow: one Treasurer can prepare, authorise and pay a reimbursement.

Allowed expenses by branch

Choose which expense types are eligible for direct reimbursement through Rydoo, per branch. You can set this separately for Regular expenses, Per Diem and Mileage.

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  1. On the Reimbursements settings page, click Edit next to Allowed expenses by branch\n
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  2. For each expense type, select the branches that are eligible for reimbursement
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  3. Click Save\n
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Open the dropdown of an expense type to select or deselect branches. Use Select all to include every branch.

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💡 If a branch is not selected for an expense type, those expenses from users in that branch can't be reimbursed through Rydoo.

Finance Guide: reimbursement payment flow

How to Process a Reimbursement

Step 1: Prepare the payment (Preparer)

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  1. Go to the Reimbursements module\n
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  2. Open the To Prepare tab and Select an expense
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  3. Click Prepare payment\n
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  1. Review details and select wallet\n
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  2. Click Send for authorisation\n
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How to approve a reimbursement

Step 2: Authorise the payment (Authoriser)

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  1. Go to the Reimbursements module\n
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  2. Open the To Authorise tab
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  3. \n

    Select the payment and click Authorise

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    💡 You can also reject the reimbursement, which sends it back to the Preparer.

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    4. \n
  4. \n

    You can now Authorise and Pay to complete the transaction 

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    5. \n

Transaction authentication

Step 3: Identity verification

To execute a payment, the Authoriser must verify their identity.

First-time setup:

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  1. Create a 6-digit passcode\n
    2. \n
  2. Verify your mobile number (SMS)
    3. \n

For each payment:

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Payment status

After authorisation, the payment status will show Processing transaction. Once the funds have been sent, the status updates to 🟢 Paid

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All transactions are visible in the All Reimbursements tab and are included in the wallet's Account statements.

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The transaction of the payment is included in wallet’s Account statements. 

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💡 We also have an API endpoint for Reimbursement transactions and their linked expenses.

 

 

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