Claims and reimbursements overview
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Submit staff expense claims, approve eligible amounts and record reimbursement or refund entries with project and category context.
What you’ll accomplish
Submit staff expense claims, approve eligible amounts and record reimbursement or refund entries with project and category context. 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 module includes claim list, create/edit, detail, submit, approve, reject, delete and claim-refund add/edit/delete actions. Claim details show booking ledger entries and refund/reimbursement entries.
The form includes project, category, staff claimant, date, amount, debit expense account, credit payable-to-staff account and attachments.
Claim approval and payment are separate stages.
Follow these steps
- Go to Claims and filter by claimant, project or status.
- Check submitted amount, category, accounts and attachments.
- Approve or reject through the configured workflow.
- After approval, process the reimbursement.
- Check claim and refund ledger entries.
- Match the payment to the bank.
- Verify final status and project budget impact.
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 reimburse a draft or rejected claim.
- Require receipts according to policy.
- Prevent duplicate claims.
- Use the correct staff-payable account.
- 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.