Balance Sheet

The Reimbursement Balance Sheet provides a per-employee summary of all reimbursement activity. It gives finance teams a clear view of how much has been claimed, approved, paid out, and what remains outstanding.

Navigation: Finance > Reimbursement > Balance Sheet

Purpose

As reimbursement claims move through the Approval Workflow, the Balance Sheet keeps a running tally for each employee. Use it to:

See at a glance how much each employee is owed
Identify outstanding balances that need to be paid out
Reconcile reimbursement payments at the end of each month
Plan budgets based on reimbursement trends

What You Will See

The Balance Sheet displays a table with one row per employee, summarizing their reimbursement activity.

Table Columns

Column	Description
Employee Name	The full name of the employee
Total Claimed	The sum of all reimbursement claims submitted by this employee
Total Approved	The sum of claims that have been approved
Total Paid	The amount that has already been paid out to the employee
Outstanding Balance	The amount approved but not yet paid (Total Approved minus Total Paid)

How to Read the Balance

Understanding each column helps you manage reimbursements effectively:

Total Claimed -- This is the grand total of every claim the employee has ever submitted, regardless of whether it was approved or rejected. Use this to understand the overall volume of reimbursement requests from each employee.
Total Approved -- This is the sum of claims that passed the approval process. It represents the total amount the company has agreed to reimburse.
Total Paid -- This is the amount that has actually been disbursed to the employee. Once a payment is processed, it moves from the outstanding balance into this column.
Outstanding Balance -- This is the difference between Total Approved and Total Paid. A positive outstanding balance means the employee is owed money. This is the most important figure for day-to-day operations.

An outstanding balance of zero means all approved claims have been paid out. If the outstanding balance is growing, it may indicate a backlog in the payment process.

Filtering and Search

You can narrow down the Balance Sheet using the following options:

Filter	Description
Date Range	Filter by a specific period to see reimbursement activity within that timeframe
Department	Show only employees from a specific department
Employee	Search for a specific employee by name

These filters are useful when preparing monthly reports or reviewing balances for a particular team.

Common Use Cases

Monthly Reconciliation

At the end of each month, review the Balance Sheet to ensure all approved claims have been paid out:

Go to Finance > Reimbursement > Balance Sheet
Filter by the current month using the date range selector
Look for employees with a positive Outstanding Balance
Process payments for any outstanding amounts
Verify that the Outstanding Balance returns to zero after payments are made

Identifying Pending Payouts

To find employees who are owed money:

Open the Balance Sheet
Sort by the Outstanding Balance column in descending order
Employees at the top of the list have the largest unpaid approved amounts
Prioritize these for the next payment cycle

Budget Planning

Use the Balance Sheet to understand reimbursement spending patterns:

Filter by a longer date range (e.g., the last quarter or year)
Review the Total Approved column to see how much is being spent on reimbursements
Break down by department to identify which teams have the highest reimbursement volume
Use these insights to set reimbursement budgets for the upcoming period

Review the Balance Sheet monthly to ensure all approved claims have been paid out. Unresolved outstanding balances can lead to employee dissatisfaction and accounting discrepancies.

Creating a Reimbursement Claim -- Submit a new claim
Approval Workflow -- How claims are approved and processed
Field Reference -- Complete reference of all balance sheet fields

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