Guides › Claims

Sending a claim

A claim is one email: your business mileage for the period, your expenses, the total, and the receipt images attached.

Set it up once

1. Settings, then Send claims to. Say who sends the claim. Reclaim can email it straight to the address that reimburses you, or email it to you to pass on yourself. Either way it is per account, so it is yours and nobody else's.
2. Settings, then Reporting period. Choose the window you actually claim over: daily, weekly, every two weeks, twice monthly, monthly, quarterly or yearly.
3. Send automatically, if you would rather not have to remember.

Changing your claim period changes nothing that is already recorded. Trips and receipts keep their dates and keep whether they have been claimed. Only which of them fall inside "this period" moves.

Automatic sending

The claim goes out from 6am on the morning after your period ends. Settings shows the exact date of the next one, so a quiet Monday is a fact rather than a worry.

Sending it yourself

The Report tab sends the period you are looking at, whenever you want. You can step back through previous periods with the arrows, and a Go to current button brings you back. The receipts and trips in the period sit behind two summary rows; tap either to see what is in it before you send.

If any of that period has already been claimed, the button becomes Resend. That sends a copy: it says so in the subject, it marks nothing as newly submitted, and nobody gets paid twice for it.

Submitting it yourself

Not everyone has an accounts inbox to send to. If you hand the report to a bookkeeper, or key the figures into a payroll portal, choose I send it myself under Send claims to. Each claim is then emailed to you, with the report and every receipt image, and the period is marked as claimed. That is what stops it being claimed twice and what stops the overdue reminder.

For a period you have already dealt with some other way, Mark as claimed without sending sits under the Send button on the Report tab. It emails nothing. Both can be undone from Sent claims, which reopens the trips and receipts so they go on the next claim.

Checking one arrived

Settings, then Sent claims, lists every claim this account has emailed, and every period you marked as claimed yourself, and what happened to it. Each row is honest about how much its status is worth, because "opened" is an inference rather than a receipt, and chasing a payment on the strength of a misread status wastes your morning.

Looking at a claim before it goes

Report has a View claim report option that renders exactly what your accounts team will see, including periods you have already sent. Worth doing once, early, so you know what you are asking someone to approve.