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:

• Rydoo Cards: for company-paid expenses (non-reimbursable)
• Reimbursements: for employee-paid expenses (reimbursable)

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

1. Go to Admin settings
2. Navigate to Users
3. Select a user
4. Open the Roles tab
5. Enable Treasurer

Once enabled, the Reimbursements module becomes visible for that user.

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.

• Preparer
  • Selects expenses to reimburse
  • Chooses the wallet to pay from
  • Sends payments for authorisation
• Authoriser
  • Reviews the payments
  • Approves or rejects transactions
  • Executes the payment

Employee Requirements

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

1. Go to Personal settings

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

   

Finance Guide: reimbursement payment flow

How to Process a Reimbursement

Step 1: Prepare the payment (Preparer)

1. Go to the Reimbursements module
2. Open the To Prepare tab and Select an expense
3. Click Prepare payment

4. Review details and select wallet
5. Click Send for authorisation

How to approve a reimbursement

Step 2: Authorise the payment (Authoriser)

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

3. Select the payment and click Authorise

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

   

4. You can now Authorise and Pay to complete the transaction 

   

Transaction authentication

Step 3: Identity verification

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

First-time setup:

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

For each payment:

• Enter your 6-digit passcode

  

• Enter SMS verification code sent to your phone

Payment status

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

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

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

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