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# How to record employee reimbursements?

If you want to record reimbursements for the expenses paid by your employees, you can easily do that on Refrens.

Recording a reimbursement is a two-step process:

**1. Record the expenses incurred**

**2. Record the employee reimbursement**

For example, let’s**,** say your employee Ronak went on a business trip and paid the airfare of ₹10,000.

Let’s see how you can record this reimbursement for the same.

## Step 1: Recording the expenses incurred

Go to **Purchases > Purchases & Expense**s and click on **‘New Expenditure’**

![](https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/screenshot-wwwrefrenscom-20250_1n46t0a.png =800x338)
A pop-up form to record expenditure details will open up:

![](https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/expenditure-pop-up_tb7kyy.gif =800x367)
Just enter all the details, like vendor/petty expense, invoice number, amount spent, expense ledger, and notes & attachments, (if any).

*(To know more about how to record expenses in refrens, check out*  [Purchases & Expenses: How to record, track, and manage?](https://refrens.freshdesk.com/support/solutions/articles/44002395000-purchases-expenses-how-to-record-track-and-manage-) )

Once done, click on ‘Save & Mark Payment’ to record the payment incurred for this expense.

Now, a pop-up form will appear to capture the payment details, as shown below:

Just fill in the necessary details, such as the amount paid, payment date, and payment method.

![](https://storage.crisp.chat/users/helpdesk/website/518ffe8025699c00/c82c1056-8c1c-4dea-aec3-3c5e77_1gco894.png =800x362)
While recording the payment, in the Payment Account, select the Employee account of the employee who made the payment.

Then just click on ‘Save’.

That’s it! Your expense has been recorded in Refrens.

Now, let’s move on to recording the reimbursement.

## Step 2: Recording the employee reimbursement

Go to Banking & Payments from the sidebar and select the employee account that has to be reimbursed.

![](https://storage.crisp.chat/users/helpdesk/website/b43a49585eba2000/fd5bc9a8-76e6-44d4-9b77-001995_1y6lx2b.png =800x362)
Now go to **“More” > click “Record Reimbursement”**

You will see the following form open up:

![](https://storage.crisp.chat/users/helpdesk/website/21f50e38e73b8400/58e64ce3-fadb-4705-bd76-c40aa6_jvgcic.png =800x349)
Just add the Payment Date, Method, Payment Account, Amount, and additional notes if any.

Click **“Submit”** and your reimbursement details will be recorded.

![](https://storage.crisp.chat/users/helpdesk/website/86935c230664d000/78c96de1-5356-4cec-9c04-6b55d8_5qeydy.png =800x362)
That’s it! Recording reimbursement on Refrens is that easy.

## Viewing Reimbursement Voucher Entries

If you wish to view the reimbursement voucher entries, you can do that as well.

Just click on **‘View Voucher Entries’** as highlighted below:

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/2043568025549/original/ICzb1JtNlQ6hKUIJqdTSCupkFzTXKJpBBg.png?1727772856 =800x362)

If you wish to see all the reimbursements made, you can do that from **Accounting > Voucher Books > Reimbursement:**

![](https://storage.crisp.chat/users/helpdesk/website/-/a/b/8/8/ab884d8153100800/screenshot-wwwrefrenscom-20250_1jgvjp5.png =800x300)
In case you want to see the reimbursement details of a particular employee, just select that employee account from **Banking & Payments from the sidebar > go to “more” > click “view ledger statement.”:**

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/2043568013105/original/k77h_DAtQbI4i1bg5gSbc4sbk8xRbEZp3A.png?1727770739 =800xauto)
You will see all the voucher entries created for that particular employee account as shown below:

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/2043568013161/original/i9UIlj13hp2aG-pZddHHlvaHWtIY2eBHqw.png?1727770755 =800x362)
If you still have any questions, feel free to drop an email at care@refrens.com or reach out to us on chat support for quicker assistance.

Additional Resources

[Payment Accounts on Refrens: Everything You Need to Know](https://refrens.crisp.help/en/article/payment-accounts-on-refrens-1qfb69l/)

[How to create salary accounts & record employee salaries?](https://refrens.crisp.help/en/article/how-to-create-salary-accounts-record-employee-salaries-r34g49/)