The Reimbursement Flow in Daai Business Suite is designed to ensure that only manually approved claims enter the system. Unlike other financial entries, reimbursements are not created directly by users. Instead, they are auto-generated when an Expense is created and marked as Reimbursement for a claim. This ensures every reimbursement is linked with a valid, approved expense record.
✅ Purpose of the Flow
- Maintains transparency in claim settlements.
- Links all reimbursement payments back to the Expense Module.
- Keeps Petty Cash balances accurate — if a reimbursement is paid by cash, it also auto-generates a record in Petty Cash.
📌 Related
- For details on general expenses, refer to Expenses.
- If a reimbursement is paid by cash it also auto-generates a record in Petty Cash Basics.
🛠 Prerequisites
Before working with reimbursements, make sure:
- Claims are submitted & approved manually outside Daai.
- The Finance team has the approved details (bills, receipts, approvals).
- Expense categories are already created.
- Petty Cash or Bank accounts are set up (see Petty Cash Module Overview).
🔄 Reimbursement Flow in Daai
Here is the step-by-step flow:
1️⃣ Claim Submission & Approval (Manual, Outside System) ✏️
- Employee submits a claim with bills / receipts to their manager via email or paper.
- Managers / Finance review and approve manually, outside Daai (email, paper, external tool).
- ❌ At this stage, no system entry is made.
2️⃣ Expense Creation (Inside System) 🛠
The Finance team enters the approved claim in the Expense Module:
- Open Finance > Expenses > Add.
- Pick the right Expense Type.
- Tick Is Reimbursement.
- Pick the User.
- Enter Net + Total Amount.
- Set the Payment Date (future, when paying).
- Save.
Once saved, Daai automatically generates a Reimbursement record linked to that expense (status: Pending). ✅ This ensures reimbursements are always tied to a valid expense entry.
3️⃣ Payment Handling 💵
Reimbursement payment is managed within Daai. Open Finance > Reimbursements and use the Pay button (top-right) or the row’s Pay button.
- If Cash Payment → the system auto-creates a Petty Cash record and deducts the cash balance.
- If Bank / UPI / Cheque → the reimbursement is marked Paid against the bank account, no Petty Cash impact.
⚠️ Reminder: Later edits to paid amounts on the Expense / Reimbursement will not auto-update Petty Cash. This is by design, to avoid mismatched balances.
4️⃣ Tracking & Status 📊
- Statuses in Daai:
- Pending → created from expense, not yet paid.
- Paid → after cash / bank payment is recorded.
- Once marked Paid, reimbursements cannot be deleted.
⚠️ Important Notes
- Reimbursements never start directly — they always follow from an Expense record.
- Claim approval must always be done outside the system before entry.
- Cash reimbursements auto-create Petty Cash entries, but adjustments later must be handled manually.
- Editing a Petty Cash Credit record immediately refreshes the balance.
⭐ Summary: In Daai, reimbursements follow a strict flow — manual approval outside → expense creation → auto-reimbursement → payment tracking. This ensures no duplicate or unverified claims enter the system, while keeping Petty Cash and Bank balances updated accurately.