Reimbursement

Who is this for?

This template is designed for Employees and Finance teams who want to manage expense reimbursement requests through a structured, traceable process. It's ideal for organizations that need a clear flow from submission to payment — including review, fund transfer, and automatic journal posting to their accounting system.

What problem does this workflow solve?

Reimbursement requests handled manually are prone to lost receipts, unclear approval status, and unrecorded journal entries. This template ensures every request is properly reviewed by Finance, processed with complete accounting information, and automatically posted to Odoo.

What this workflow does

1. Reimbursement Request Received — The Employee submits a reimbursement request including the expense purpose, transaction date, total amount, receipt files, and a description.
2. Review Reimbursement — Finance reviews the submission and decides whether to approve or reject it, along with a mandatory review note.
3. Transfer Money — If approved, Finance fills in the journal account details (journal name, debit/credit account, label, reimbursement category) and uploads the transfer proof before processing the payment.
4. Post Journal — The system automatically posts the journal entry to Odoo.
5. Outcome — If the transfer is complete, the process ends with a Reimbursement Paid status. If rejected at the review stage, the process ends with a Reimbursement Request Rejected status and the employee is notified.

How to customize this workflow

• Reimbursement categories: Update the expense category options in the Transfer Money task to match your organization's chart of accounts.
• Accounting integration: Adjust the Post Journal service task configuration to connect with your own Odoo instance or replace it with another accounting system.
• Form fields: Add fields such as project code or cost center to support more detailed financial reporting.
• Notifications: Configure notification triggers to keep employees informed at each stage of the process.