Have you paid for something for the business with your own money? With Reimbursements, you can claim it back from your Vivid Business account. You submit a claim with the receipt, an approver reviews it, and once it is approved, a team member with payment rights pays it back to you from the business account.
Availability
Available on the Vivid Business web interface only.
We are rolling Reimbursements out gradually, so you may not see the feature in your account straight away.
Currently, during the gradual roll out, it is available on all tariff plans.
Who can do what?
Every team member can submit Reimbursement claims to the Business account for their own expenses and see their own claims.
Approvers are nominated by an Admin or Owner. They can nominate any mix of roles and named people. Approvers see all claims in the company and can approve, decline or ask for more details.
Admins and Owners set the policy rules and manage the list of categories and see all claims in the company but can only approve/decline claims if selected as a nominated approver.
Payers are team members who can initiate SEPA or SWIFT payments and have access to the account the money is paid from. They pay approved claims.
How do I set up my payout account?
Before you submit your first claim, add the account you want to be paid back to. It must be a European (EUR) account.
The beneficiary name is always your own name and cannot be edited. A claim can only be paid to the person who submitted it.
You can replace your payout account at any time.
How do I submit a claim?
Open Reimbursements from the left-side panel in the web interface.
Enter the amount and currency, the date of the expense, a category, the merchant, and any notes.
Attach up to 3 documents, such as the receipt or invoice. Supported formats: PDF, JPEG or PNG, max 10 MB each.
Submit the claim. If you are not ready yet, the claim is saved as a draft so you can finish it later.
Please note: you cannot change the amount after you first submit a claim, and you cannot withdraw a submitted claim.
How do I approve a claim?
Every approver sees a submitted claim at the same time — it is not assigned to one person. The first approver to act makes the decision. If another approver opens the claim afterwards, they see its current status and who decided it.
For each claim, an approver can:
Approve the claim.
Decline the claim.
Ask for details — a comment is required. The submitter reads the comment, corrects the claim and resubmits it. The approver who asked is notified when the claim comes back.
How do I set reimbursement policy rules?
Admins and Owners can set rules that every claim is checked against:
Amount thresholds above which a receipt or notes are required
Thresholds per category
A deadline for submitting a claim after the expense date
Whether approvers can approve their own claims
Each rule can be turned off. For each rule, you decide whether it blocks the claim from being submitted (the error message names the rule) or only shows a warning.
Admins and Owners also manage the list of purchase categories. A category that is already used by existing claims is kept, not deleted.
How do I pay an approved claim?
Approving a claim does not pay it. Once a claim is approved, team members who can initiate SEPA or SWIFT payments and have access to the funding account see a draft payment in the Payments section.
This opens the usual transfer form. The recipient (the submitter’s payout account) and the payment reference are filled in and cannot be changed.
For claims in EUR, the amount is also locked.
You can choose which account the money is paid from.
Your payment approval rules and the usual payment confirmation still apply to the payout.
What do the claim statuses mean?
The claim becomes Paid once the transfer is completed.
If the transfer fails or is returned, or the payment draft is rejected or deleted in payment approvals, the payout is marked as failed. The claim stays unpaid and the Pay button becomes available again.
Every claim keeps a full history of who did what and when. This history cannot be edited.