Request and review reimbursements
Turn expenses you paid into a clear request. Keep the receipts together so the payer can review them and you can follow the balance.
6 min read
A reimbursement is a request to repay, at cost, an expense that a workspace member has already paid on the workspace’s behalf. Each request must be supported by receipts or other evidence of the expense, and the payer approves or rejects each line item before paying. The amount reimbursed is the documented cost of the expense, without markup, fees for the requester’s time, or advances for future expenses. A reimbursement is not payment for time or services, and using the reimbursement feature does not create or evidence any working relationship between the payer and the person reimbursed. The paying workspace sets its own reimbursement policy, including eligible expenses and submission deadlines, and is responsible for any tax or reporting treatment.
Recognize a request email
BUFI may email you about a workspace invitation, a document request or a status change. Tell the recipient which workspace and request to expect. If a message is unexpected, open app.bu.finance directly and check the document or contact hello@bu.finance.
Team
Team adds saved clients, projects, expense imports and receipt scanning. Owners and admins manage incoming approvals.
Personal
Personal keeps it simple: add your expenses and receipts, then share a payment link.
Screenshots use fictional examples in English. Your interface follows your selected language.
Open a new request
Switch to Personal or your Team, open Reimbursements, and select New request. Requested holds your outgoing requests; Received holds incoming requests. Team also has Billed to us.
The current sheet has the form and live document preview together. Set a title, request number, dates, work period and From/To details. Team can use saved clients and projects.
Add expenses and receipts
Give each expense a description, currency and positive amount. Add quantity and unit price where needed, plus the vendor, date and any tax you incurred.
Attach receipts to the relevant expense: PDF, JPEG, PNG or WebP, up to 10 files per expense and 10 MB per file. Team can also scan receipts, capture by phone, import expenses or select existing expense sources.
Keep a draft until it is ready
Review the preview and select Save Draft. Meaningful edits also save automatically; wait for the saved confirmation. Open the Draft row to resume, or delete a draft you no longer need.
Describe every priced expense before saving. A draft preview link is for checking the document; payment remains disabled until you send the request.
Send and share with the payer
Select Send Request when the details are ready, then copy its link. Team requires a payer; Personal can leave the payer empty and share the link directly. A receiving wallet must be set up first.
Team invitation emails require owner or admin access. If email delivery fails, the request and share link remain available. Personal uses link sharing without invitation email. After sending, open the request and select Download PDF in the document header; check the final document before sharing it with the payer.
Expenses stay visible in their original currencies. Review each currency total before sending. Sending records the conversion and amount due; check the issued request before sharing.
Review incoming expenses
From Received, accept or reject a pending invitation when one is shown. Open the request's payment link and choose Review expenses individually to inspect the expenses and receipts.
Payer Team owners and admins can approve or reject items; a rejection needs a reason. The requester Team can revise rejected items and resubmit. Existing billing relationships may already approve a request.
The Review expenses drawer inside your dashboard is read-only. Use the public request link for approval decisions and payment.
Pay and follow the balance
On an unclaimed request link, sign in and choose your payer Team or Pay from Personal account. Pay the unpaid expenses using an offered method, with approval when required. Team payments may need treasury approval; some Personal wallets direct you to External Wallet.
Use only payment methods offered for the request. Check the confirmed amount, transaction hash or transfer reference before updating the record. A test transfer does not settle the full request. Do not record the full request as paid until that payment is confirmed.
Record a payment made elsewhere
If payment was completed outside BUFI, an authorized requester or payer can use Mark as paid and enter its transaction hash or transfer reference. This records payment; it does not send money.
Use only payment methods offered for the request. Check the confirmed amount, transaction hash or transfer reference before updating the record. A test transfer does not settle the full request. Do not record the full request as paid until that payment is confirmed.
Need a hand?
The request will not save or send
Check described expenses, positive amounts, your receive wallet and workspace access. A Team request also needs a payer. Resolve the displayed validation message before trying again.
A receipt will not upload
Use PDF, JPEG, PNG or WebP within the 10 MB limit and keep each expense to 10 files. Wait for upload completion before sending; check the receipt from the preview.
Approval or payment controls are missing
Open the public request link rather than the read-only dashboard drawer. For Team approvals and treasury payments, check invitation acceptance and your payer Team owner or admin role. On an unclaimed request, you can also choose Pay from Personal account after signing in. Treasury payments may need the correct network and recipient approval.