Approve, reject and reimburse a claim
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Follow this guide to review claim evidence, complete approval and record payment to the staff claimant.
What you’ll accomplish
Review claim evidence, complete approval and record payment to the staff claimant. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How it works
The controller includes approve_claim, reject_claim and add_claim_refund. Interface text distinguishes pending payment, pending refund, paid and refunded states.
Reimbursement is represented through a refund/payment record linked to the claim, not by editing the original claim amount.
Partial or multiple refunds must not exceed the maximum allowed remaining reimbursement.
Follow these steps
- Go to the claim detail.
- Check claimant, project, category, amount and receipts.
- Approve or reject through the configured chain.
- For an approved claim, choose the reimbursement or refund action.
- Enter amount, payment source, date and reference.
- Save and review refund ledger entries.
- Match and reconcile the payment.
Settings to check
Check it worked
After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Common mistakes to avoid
- Do not approve your own claim where prohibited.
- Do not reimburse more than the approved remaining amount.
- Record rejection reasons.
- Verify claimant bank details independently.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.