Expenses and reimbursements

Quick summary: Use Expenses for documents issued to the employee. A bill issued to the company must be posted as a vendor bill and reimbursed through a separate workflow.

Before you start

Apps

Your Odoo address

Enter the base address of your Odoo instance. It will be stored only in this browser.

Odoo base address

The documentation does not receive your address, username, or password.

Forget addressCancelSave

• Expenses

---

Open Expenses in Odoo

Your Odoo address

Enter the base address of your Odoo instance. It will be stored only in this browser.

Odoo base address

The documentation does not receive your address, username, or password.

Forget addressCancelSave

Record and submit an employee expense

1. In Expenses, click New and enter the description, category, expense date, gross amount and currency.

2. Check the included taxes against the receipt and select who actually paid in Paid By. Attach a readable receipt.

   

   Open image at full size (new tab)

3. Review the amount, payer and any customer or analytic assignment, then click Submit. Odoo 19 processes individual expenses; you do not need to create an expense report first.

4. Check the resulting status and respond to requests for missing evidence. Do not submit the same receipt again as a new expense.

Caution

Choose the employee-paid or company-paid option correctly in Paid By. Company-paid means the company has already paid, not that it should reimburse the employee later. Taxes on an expense are included in the entered gross amount; ask accounting about uncertain tax treatment.

Approve, post and reimburse

1. The authorized approver reviews the business purpose, receipt, amount and possible duplicates, then uses Approve or Refuse with a reason.
2. Accounting checks taxes, accounts, analytic distribution and the payer before using Post Journal Entries. Where the posting dialog appears, check the journal and accounting date before confirming.
3. For an employee-paid expense, accounting registers the reimbursement payment after posting. For a company-paid expense, do not create another employee reimbursement.
4. Reconcile the bank debit with the recorded payment and check the expense’s final payment status.

Approval is not posting, and posting an employee-paid expense does not mean that the employee has been paid. These actions require the appropriate approver and accounting permissions.

Exceptions

• If the document names the company and its VAT number, use Reimburse an employee-paid vendor bill. Do not also record it as a standard expense.
• If the expense belongs to a travel order, complete that order’s review and posting workflow; do not post the linked expense twice.
• Before posting, correct a refused expense through the available reset action and resubmit it with the missing information.
• For an error on a posted or paid expense, ask accounting to review the accounting reversal and payment consequences before changing it.

Odoo 19: Process expenses

Guides

Reimburse an employee-paid vendor billTransfer the liability from the supplier to the employee and prepare reimbursement.