The Reimbursements Tab is your go-to place for viewing and processing reimbursements. With RollCredits, you can:
✔️ Mark receipts for reimbursement for your team members.
✔️ Generate a single invoice with all attached receipts.
✔️ Send payments directly within RollCredits.
Follow these simple steps to manage reimbursements efficiently.
Step 1: Upload Receipts & Mark for Reimbursement
Who Can Upload Receipts?
✅ Cast & Crew, Managers, and Super Admins can upload receipts for reimbursement.
❌ Card Holder Users cannot mark receipts for reimbursement.
How to Upload & Mark for Reimbursement:
Navigate to the Transactions tab.
Go to the Other Expenses sub-tab.
Click "Upload & Scan" to upload receipts.
Once uploaded, find the transaction in the table.
In the Reimburse column, check the box for the transactions that need to be reimbursed.
🔹 Note: Only Managers & Super Admins can see all reimbursements.
Click "Upload & Scan" in "Other Expenses" to upload receipts for reimbursement:
The Reimburse Column in the table:
Step 2: Access the Reimbursements Overview
Go to the Projects tab.
Click on the Reimbursements sub-tab.
View a summary of all outstanding reimbursement requests.
🔹 Note: Only Managers & Super Admins can see reimbursements for all team members.
Step 3: Review & Process Payments
Click "View Details" next to a user's name.
Review their submitted receipts and transactions.
If everything looks correct, proceed with payment.
Step 4: Generate & Confirm the Reimbursement Invoice
Once you're ready to pay:
✅ RollCredits will automatically generate a reimbursement invoice consolidating all receipts for that user.
✅ The invoice cover page will include all relevant receipt details.
✅ All original receipt images will be merged into a single file for record-keeping.
✅ You’ll have the opportunity to preview and confirm everything before finalizing.
✅ Once confirmed, the individual transactions will be deleted and replaced with the finalized invoice.
Step 5: Complete the Payment
Click "Next" and choose your preferred payment method:
💳 Send via Email – The recipient receives an email with options to select either a digital check or an ACH payment.
🏦 Send via Direct Deposit – If you already have the recipient’s bank details (routing & account number), you can send the ACH payment directly.
🔹 Note: Only Super Admins can process reimbursement payments.
Send via Email:
Send via Direct Deposit:
Step 6: Track Paid Reimbursements
After payment, you’ll be redirected to the Reimbursements page.
The paid reimbursement will now appear as a finalized invoice, with auto-filled details and the merged receipt file attached.
Once marked as paid, the invoice will be viewable under Transactions > Vendors & Contractors.
Quick Summary
✅ Upload & mark receipts for reimbursement.
✅ Go to Projects > Reimbursements to view outstanding payments.
✅ Review receipts & process the reimbursement.
✅ Generate, confirm, and finalize the invoice.
✅ Choose a payment method & complete the transaction.
✅ Track payments under the Reimbursements tab.
And that’s it! RollCredits makes handling reimbursements effortless. 🚀