FAQ: How do I know if my claim has been approved or reimbursed?
You can track the progress of your submitted expense claims within Zudello. Here's how:
- Navigate to Claims: Go to the Expenses > Claims submodule.
- Find Your Claim: Locate the specific claim you want to check in the list view. You might need to adjust filters (e.g., filter by Employee "Me", adjust date range, or select different statuses).
- Check Claim Status: The Status column shows the current stage of your claim in the workflow. Common statuses include:
- Draft: You haven't submitted it yet.
- Processing: You've submitted it, and automation rules are running (e.g., assigning to an approver).
- Approval: The claim is waiting for action from an assigned approver.
- Unable to Process: An error occurred during processing (often ERP integration failure after approval). Requires investigation by an administrator.
- Completed: The claim has been fully approved and successfully processed (e.g., sent to the ERP for payment/reconciliation).
- Paid (Custom Status): Your organisation might have a custom status like "Paid" or "Reimbursed" that indicates the payment has been processed by finance/payroll.
- Rejected: An approver rejected the claim. It usually returns to an editable status (like Reject Review) for you to correct and resubmit.
- View Approval Flow (Inside Claim):
- Open the claim document by clicking on it.
- Look at the Approval Flow display at the top. This shows:
- Who needs to approve it next (if in Approval status).
- Who has already approved or rejected it.
- Any reasons provided for rejection.
- Check Notifications: Keep an eye on your notifications (email, Slack, Teams, depending on your settings). You will typically receive notifications when your claim is approved or rejected.
Reimbursement Timing:
- Zudello tracks the approval of the claim. The actual reimbursement payment depends on your company's internal payment schedule (e.g., processed with the next payroll run, specific AP payment cycles).
- A Completed status in Zudello usually means it's been sent to the finance system for payment processing, but doesn't guarantee the payment has hit your bank account yet. Check with your finance or payroll department regarding actual payment timelines after a claim is marked Completed in Zudello.
By checking the claim status and approval flow in Zudello, you can monitor its progress through the approval stages.