Expense Management

Overview

Expense Management helps your business repay employees and team members for money they spent on work. A requester records the purchase, explains why it was needed, and chooses where the repayment should be sent. PayMongo keeps the request, approval, and payment details together so finance teams can follow each request from start to finish.

You can use Expense Management from the PayMongo Dashboard or through the API. This guide focuses on the Dashboard. See the API Reference for endpoint details and request fields.

What is a reimbursement?

A reimbursement is money a business pays back to someone who used their own money for a business expense.

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What you can do

• Create a request from a receipt photo or by entering the details yourself.
• Use receipt scanning to fill the merchant, date, amount, tax, and line items.
• Add a business reason, expense type, and budget code.
• Attach receipts, invoices, statements of account, and approval emails.
• Send the repayment to a PayMongo Wallet or a supported Philippine bank account.
• Route requests through one or more approval steps.
• See pending, approved, and rejected requests in the Dashboard.
• View totals for approved and pending expenses.

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How Expense Management works

1. Set up your expense rules. Choose the expense types and budget codes that requesters can use. If your business needs approvals, turn them on and select an approval workflow.
2. Create a request. The requester enters the repayment account, business reason, receipt details, tax, and line items. They can scan a receipt, upload an image, or enter everything manually.
3. Check the details. Receipt scanning can save time, but the requester should still check every field before submitting.
4. Review the request. When approvals are on, PayMongo sends the request through the selected workflow. The request stays pending until the required approvers decide.
5. Pay the approved amount. After final approval, PayMongo creates a transfer from the configured source account to the requester's bank account or PayMongo Wallet.
6. Track the result. The requester and finance team can open Expense Management to see the request status, amount, submitted date, approval step, and current approvers.

If approvals are turned off, a valid request is approved and sent for payment as soon as it is submitted.

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Request statuses

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Before you start

Make sure that:

• Your PayMongo account can use Expense Management.
• The source PayMongo account is set and has enough available balance.
• Requesters have the correct Dashboard access.
• The repayment bank account or PayMongo Wallet details are correct.
• Your expense types and budget codes are ready.
• Your approval workflow and approvers are ready, if approvals are required.

Important

Bank account names and numbers must match the receiving account. A wrong account number can send money to the wrong recipient. Always check the repayment details before submitting.

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Continue with these guides

• Set up Expense Management explains expense types, budget codes, approval settings, and the source account.
• Submit an expense request walks through receipt scanning, manual entry, supporting documents, and review.
• Review and track expense requests explains approval steps, statuses, request details, and payment.
• Set up Expense Management with the API explains merchant settings, approval templates, workflow rules, and a test expense request.
• Test your Expense Management setup walks through approval, rejection, rule boundary, and transfer checks before using real company funds.

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Good to know

• The Dashboard shows money in pesos. API amount fields use centavos, the smallest unit of PHP. For example, 125000 means PHP 1,250.00.
• Receipt scanning accepts image files up to 10 MB.
• Supporting documents can be JPG, PNG, DOC, DOCX, XLS, XLSX, or PDF files. Each file can be up to 10 MB.
• A clear, well-lit receipt image gives better scan results.
• Receipt scanning fills a draft. It does not replace the requester's review.
• Keep original receipts when your business requires them for an audit.