How to Build an Expense Reimbursement Flow

To build an expense reimbursement flow, you need three things working together: a simple submission, routing that does not depend on anyone remembering, and a path into the ERP once approved.

Why reimbursement generates so much chasing

It is low-value per request and constant in aggregate, which is exactly what gets handled informally.

Receipts photographed and sent by message
Amounts typed from an image by whoever processes them
Approval given verbally with no record
Employees asking for status because there is nowhere to check

What the flow needs

Step	What happens
Submission	Amount, category, description, and the receipt attached
Extraction	OCR reads the receipt and fills the value
Routing	To the cost centre owner, or by value
Verification	A checklist confirming the receipt matches
Posting	The approved entry reaching accounts payable

How to build it in Jestor

Create the reimbursement table in Jestor, connected to employee records.
Add an attachment field and enable OCR so the receipt's value is extracted.
Make the cost center required, and route the request to its owner.
Add a checklist confirming the receipt matches the amount claimed.
Connect Omie so approved reimbursements post to accounts payable automatically.

Why Jestor is the best complement to Omie for reimbursements

The integration is native, with no middleware in between — so an approved reimbursement becomes a payable without a second entry.

The ERP keeps the accounting record; Jestor covers submission, extraction, approval, and verification, which is where the manual work actually was.

Frequently Asked Questions

Can the receipt value be read automatically?

Yes, through OCR on the attachment. See jestor.com.

Can employees check their own status?

Yes, with permissions scoped to their records.

Does the approved amount reach the ERP?

Yes, through the native integration.

Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

Get to know Jestor

With Jestor, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by AI. Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.

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