Reimbursed in USD. Foreign amounts convert automatically.
Upload your budget export (YNAB works — Date, Payee, Outflow, Memo). Reimbly turns each row into an expense and automatically attaches the matching receipt from your email. It flags duplicates and lets you review before anything is added.
What columns should the file have?
One row per expense, with a header row on top. Reimbly recognizes these columns (extra columns are ignored):
- Date — best as
YYYY-MM-DD(e.g. 2026-07-01) - Amount — the number only, in the original currency
- Currency — USD, EUR, CZK, PLN, GBP, RON, HUF, BGN, RSD, UAH (defaults to USD)
- Merchant — where it was spent
- Description — what it was for
- Account — the GL code (e.g. 8147000); leave blank to choose it here
Use “Copy instructions for Claude” to paste these rules into whatever puts your monthly file together.
Receipts waiting from email
These arrived in your email. Pick a report for each one to turn it into an expense — it drops into that report and you can edit it below in “Your expenses.” (Or import your budget file above and Reimbly matches receipts to rows automatically.)
Possible duplicates
These look like the same charge entered more than once. Check each set and delete the extra copy — the reason it's flagged is shown under each.
Not in a report yet
Tap one to edit it and choose which report it goes into — it then moves into that report (see “My reports”). Filed expenses live under their report.
What does the dot mean?
The colored dot shows where the expense came from:
means it already has a receipt attached.
My reports
Name a report, put the right expenses in it (on the “Add expense” tab), then submit the whole report for approval.
Waiting for approval
Everything people have submitted that no one has approved yet. Each person's expenses are grouped together — Approve all in one click, or Send back a single one with a note. Want to see each receipt side-by-side before you approve? Use Review.
Audit
A completeness check on every submitted & approved expense before it goes to Cedarstone.
Spending breakdown
Review
Everything people have submitted that's waiting for approval. Click an expense to see its receipt and details on the right, then approve it or send it back — work straight down the list, or approve a whole person's clear batch at once.
How we're keeping up
Two clocks: how long reports take to approve, and how long from approved to paid. Read from the dates on each expense.
Paid
The payment side, grouped by report. You’ll see the approved reports that are ready to pay, and the ones waiting to be paid. Export the batch for CedarStone, then mark a whole report paid once the money’s gone out — everyone’s app updates.
Approved — ready to export
Waiting to be paid
Paid history
Mileage rates
The driving reimbursement rates staff pick from. Add new ones when rates change; turn old ones off to hide them from the form (past expenses keep the rate they used).
Current rates
Rules & reminders
Set the dollar amount below which a receipt isn’t required. Expenses at or under this go through without a receipt or a “no receipt” note; anything over still needs one. Foreign amounts are measured in US dollars.
Reimbursement deadline
How long staff have to submit an expense before it’s past the deadline. Reimbly gives a gentle reminder as each expense nears this — the first with 10 days to go, then closer as it counts down.
Accounts & access
The accounts people choose first on an expense (the ExpenseWire “Expense Type”). Add or rename them, retire the ones you no longer use, and set who may charge to each. An account with nobody assigned is open to everyone; once you add people, only they (and Finance) can use it.
People & access
Set everyone's role, upline (who approves them), which restricted accounts they can charge to, and which people share a household (pooled & reimbursed together, like a couple) — all from one spreadsheet. People are matched by email: existing ones are updated and new ones added (nobody is ever deleted).
What columns should the file have?
- Name
- Email — the key we match on (required)
- Role — Staff, Approver, or Finance
- Upline — the email of the person who approves them
- Accounts — restricted GL codes they may use (e.g.
9100000, 9200000); leave blank for people who only use the normal open accounts - Household — a shared label for people whose expenses are pooled and reimbursed together, like a married couple; give both the same text, make it unique to that couple (e.g.
Mel & Amy Ellenwood, not just a surname others share), and leave it blank for everyone else
Only list restricted general-fund accounts. Any account you grant to someone becomes visible to just those people; everything else stays open to all.