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# Reimburse and bookkeep an expense claim

After expense claims are reviewed (Approvers), Finance teams (Controllers) can take over.

# Review step

When approvers approve an expense claim request, it appears under the **Expense Claims > Review** tab. From this tab, Controllers can easily **validate** or **reject** claims, and even handle multiple expense claims at once.

Additionally, ensure that bank account details for employees are up-to-date by reviewing the settings under **Settings > Organization > Members**.

# Reimbursement step

Once **Expense Claims** are marked as "reviewed", they move to the **Expense Claims > Schedule** tab.

Users can define execution dates for payments: either immediate processing where funds are debited the same day or scheduled payments for a later date.

There are 3 ways to reimburse your employees:

* [Reimburse them by wire transfer directly with Spendesk](http://helpcenter.spendesk.com/en/articles/4127160-step-1-schedule-an-expense-claim-reimbursement-from-spendesk)
* [Export an XML SEPA file](http://helpcenter.spendesk.com/en/articles/4124224-set-up-xml-sepa-reimbursement) (before you submit the XML file to the bank).
* **Download a .CSV summary** of the amounts due (before generating the payment **manually** from your company's bank account).

Each method has specific characteristics, such as support for euro-denominated transactions and consolidation options with XML SEPA files, and automatic exchange rate handling for foreign currency expenses, ensuring accuracy in reimbursement amounts.

When you export the list of expense claims to be reimbursed by your bank, they are automatically marked as paid in Spendesk. However, you can always keep track of the expenses that were previously paid (and how) by navigating to the **History** tab. This tab contains all details of previously reimbursed expenses.

The standard processing time for reimbursements ranges from 1–5 business days, depending on the chosen reimbursement method.

However, if you have already selected the XML/CSV option to pay, confirmed and change your mind, it is not possible to cancel the option to pay 'by transfer from Spendesk' anymore.

### Transfers received

**1 expense claim = 1 refund (for direct transfers through Spendesk)**. For XML SEPA or CSV methods, multiple claims can be consolidated into a single payment.

If you reimburse 35 pending expense claims for the same user, the requester will receive 35 incoming transfers for direct Spendesk payments. For XML SEPA or CSV methods, these can be consolidated into a single payment.

### Closed bank account

There are two possibilities in case the receiving account is closed.

* either the requester can ask the bank of the closed account to transfer the funds received (if they do not do so automatically)
* or the funds will be rejected.

# Bookkeeping step

As soon as an invoice's approved and reviewed, it is sent to the **Prepare** tab and can be sent to your bookkeeping software. Payment is not required for the expense claim to be marked as Ready in **Prepare**.