Feature · Reimbursements
Expense reimbursements for field teams
The problem it solves
Field expenses usually arrive as a stack of crumpled bills at month-end, or as photos scattered across WhatsApp. Managers can't easily check them against the visits that were actually made, approvals happen over the phone, and there is no record of who approved what.
How it works
- 1
Submit from the field
The agent picks a reimbursement type, enters the amount and attaches a receipt photo from the phone.
- 2
Manager reviews
Pending claims appear for the approver to review, with the receipt photo attached.
- 3
Approve or reject
One tap to approve or reject, with a comment explaining the decision.
- 4
Audit trail
Every claim action is logged, so finance can see the full history at any time.
What's included
- Claim submission from mobile with receipt photo.
- Admin-configurable reimbursement types (petrol, travel, hotel, allowances, and so on).
- One-tap approve or reject with a note.
- Audit trail on every reimbursement action.
- Role-based access, including a dedicated Claims Manager role.
Limitations
VisitAssist manages claim submission and approval. It does not pay out reimbursements or replace your accounting or payroll software. Need something specific? Tell us what you need.
Frequently asked questions
How does field employee reimbursement work in VisitAssist?
Field agents submit expense claims — petrol, travel, hotel or allowances — from the mobile app with a receipt photo. A manager approves or rejects each claim with a comment, and every action is kept in an audit trail.
Can I set my own expense categories?
Yes. Reimbursement types are fully configurable by the company admin.
Who approves claims?
Claims are approved by users with the right role, such as a Claims Manager. Role-based access controls who can view and approve reimbursements.
Can claims be entered from a photo of a bill?
ChatAssist, the built-in AI assistant, can read a photographed bill using OCR to help log a claim, and can log expense claims from a plain-language request.
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