How to Manage Vacation and Reimbursement Requests

To manage vacation and reimbursement requests, both need the same three things: a structured submission form, a routing rule that sends it to the right approver, and the supporting evidence attached to the record.

Why these requests generate so much chasing

They are low-value individually and constant in aggregate, which is exactly the combination that gets handled informally.

Requests sent by message and approved verbally
Receipts photographed and lost in a chat thread
No record of what was approved or by whom
Employees asking for status updates because there is nowhere to check

What each request needs

Element	Vacation	Reimbursement
Submission	Dates requested, with balance visible	Amount, category, and description
Evidence	Not usually required	Receipt attached to the record
Routing	Line manager	Cost centre owner, or by value
Outcome	Approved dates on the employee record	Payment posted to the ERP

How to configure it in Jestor

Build the request form in Jestor, connected to the employee record.
Add an attachment field for receipts, with OCR reading the amount where useful.
Route the request by manager for vacation, or by cost center for reimbursement.
Track requests on a Kanban so employees can see where theirs stands.
Post approved reimbursements to the ERP through the native integration.

Why choose Jestor for employee requests?

Because both processes connect to the same employee records in Jestor, an employee's requests, documents, and history sit together rather than in separate systems.

Reimbursement is where the approval and ERP layers meet: the request is reviewed in Jestor and the approved payment posts into accounts payable without being retyped.

Frequently Asked Questions

Can receipts be read automatically?

Yes, OCR can extract the amount from an attached receipt. See jestor.com.

Can employees check their own status?

Yes, with permissions scoped to their own records.

Do approved reimbursements 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.

How do you choose an AI tool for professional services operations teams in SMBs?

To choose an AI tool for professional services operations teams in SMBs, look for a platform that combines no-code tables for clients, engagements, and documents with AI features that answer messages, read documents, and summarize data, while keeping professionals in control of advice. In Jestor, these pieces work together,

How do you build a business continuity plan for a services firm?

To build a business continuity plan for a services firm, list critical processes and deadlines, identify risks such as system outages or key person absence, define backup options, assign roles, and test the plan. In Jestor, processes, risks, and actions are connected, so the firm keeps serving clients during disruptions.

What is the best way to run IT security awareness training for staff in a services firm?

A practical way to run IT security awareness training for staff in a services firm is to define short training modules, assign them to all staff, track completion, run simulated phishing tests, and schedule refreshers. In Jestor, staff, modules, and results are connected, so security habits become part of the

How do you route website lead forms to the right team in a services firm?

To route website lead forms to the right team in a services firm, ask for the service and company size in the form, route leads automatically to the right team, set response time targets, record follow-ups, and track conversion by source. In Jestor, forms, leads, and teams are connected,