What are out-of-pocket expenses?
Out-of-pocket expenses are purchases made using a personal payment method or another company card that’s not linked to Soldo. This can happen when an employee forgets their Soldo card or is travelling without access to a device. By logging these transactions in Soldo, companies can keep track of all business related spend and ensure employees are reimbursed quickly and accurately.
Reimbursements for out-of-pocket expenses can be managed using the Pay someone feature. To find out how you can reimburse an employee using Pay someone, refer to this article: Reimburse employees for out-of-pocket transactions.
Out-of-pocket transactions follow your company’s expense review process just like any other transaction. To ensure these are included, your expense review workflow must contain conditions for:
- Personal payment method
- Other company method
These conditions should be set under the "Conditions" section of your review workflow. For more information on updating workflows, see Configure the expense review process.
Who can add out-of-pocket transactions?
As standard, all Soldo users can add an out-of-pocket transaction if the feature is enabled on the account. If you're using custom roles, just be sure to add the permission "Can add transactions" if you want users to be able to add out-of-pocket expenses.
How to add an out-of-pocket transaction in the web app
- Log in to the web app.
- From the left-side menu, select Users.
- Choose your name from the list.
- Go to the Transactions tab.
- Select Add transaction.
- Select Out of pocket.
- Fill in the transaction details:
- Receipt (if available)
- Date and time
- Merchant name
- Expense category (if applicable)
- Amount and currency
- VAT rate (if applicable)
- Payment method: choose either Personal payment method or Other company method
- Any relevant notes
- Select Submit.
Note: If you don’t have proof of payment, tick the box “I don’t have proof of payment” and add a short explanation in the notes field.
How to add an out-of-pocket transaction in the mobile app
If you've got access to the Soldo mobile app, you can add your out-of-pocket expenses on-the-go right from the app. To find out how, refer to this article: Out-of-pocket expenses