Guide to Reimbursements | Roll Credits Help Center

Guide to Reimbursements

Managing and paying reimbursements is as simple as checking a box. Follow these step-by-step instructions to streamline the process.

The Reimbursements Tab is your go-to place for viewing and processing reimbursements. With RollCredits, you can:

✔️ Mark receipts for reimbursement for your team members.
✔️ Generate a single invoice with all attached receipts.
✔️ Send payments directly within RollCredits.

Follow these simple steps to manage reimbursements efficiently.

Step 1: Upload Receipts & Mark for Reimbursement

Who Can Upload Receipts?

✅ Cast & Crew, Managers, and Super Admins can upload receipts for reimbursement.
❌ Card Holder Users cannot mark receipts for reimbursement.

How to Upload & Mark for Reimbursement:

1. Navigate to the Transactions tab.

2. Go to the Other Expenses sub-tab.

3. Click "Upload & Scan" to upload receipts.

4. Once uploaded, find the transaction in the table.

5. In the Reimburse column, check the box for the transactions that need to be reimbursed.

Navigate to the Transactions tab.

Go to the Other Expenses sub-tab.

Click "Upload & Scan" to upload receipts.

Once uploaded, find the transaction in the table.

In the Reimburse column, check the box for the transactions that need to be reimbursed.

🔹 Note: Only Managers & Super Admins can see all reimbursements.

Click "Upload & Scan" in "Other Expenses" to upload receipts for reimbursement:

The Reimburse Column in the table:

Step 2: Access the Reimbursements Overview

1. Go to the Projects tab.

2. Click on the Reimbursements sub-tab.

3. View a summary of all outstanding reimbursement requests.

Go to the Projects tab.

Click on the Reimbursements sub-tab.

View a summary of all outstanding reimbursement requests.

🔹 Note: Only Managers & Super Admins can see reimbursements for all team members.

Step 3: Review & Process Payments

1. Click "View Details" next to a user's name.

2. Review their submitted receipts and transactions.

3. If everything looks correct, proceed with payment.

Click "View Details" next to a user's name.

Review their submitted receipts and transactions.

If everything looks correct, proceed with payment.

Step 4: Generate & Confirm the Reimbursement Invoice

Once you're ready to pay:
✅ RollCredits will automatically generate a reimbursement invoice consolidating all receipts for that user.
✅ The invoice cover page will include all relevant receipt details.
✅ All original receipt images will be merged into a single file for record-keeping.
✅ You’ll have the opportunity to preview and confirm everything before finalizing.
✅ Once confirmed, the individual transactions will be deleted and replaced with the finalized invoice.

Step 5: Complete the Payment

Click "Next" and choose your preferred payment method:

• 💳 Send via Email – The recipient receives an email with options to select either a digital check or an ACH payment.

• 🏦 Send via Direct Deposit – If you already have the recipient’s bank details (routing & account number), you can send the ACH payment directly.

💳 Send via Email – The recipient receives an email with options to select either a digital check or an ACH payment.

🏦 Send via Direct Deposit – If you already have the recipient’s bank details (routing & account number), you can send the ACH payment directly.

🔹 Note: Only Super Admins can process reimbursement payments.

Send via Email:

Send via Direct Deposit:

Step 6: Track Paid Reimbursements

1. After payment, you’ll be redirected to the Reimbursements page.

2. The paid reimbursement will now appear as a finalized invoice, with auto-filled details and the merged receipt file attached.

3. Once marked as paid, the invoice will be viewable under Transactions > Vendors & Contractors.

After payment, you’ll be redirected to the Reimbursements page.

The paid reimbursement will now appear as a finalized invoice, with auto-filled details and the merged receipt file attached.

Once marked as paid, the invoice will be viewable under Transactions > Vendors & Contractors.

Quick Summary

✅ Upload & mark receipts for reimbursement.
✅ Go to Projects > Reimbursements to view outstanding payments.
✅ Review receipts & process the reimbursement.
✅ Generate, confirm, and finalize the invoice.
✅ Choose a payment method & complete the transaction.
✅ Track payments under the Reimbursements tab.

And that’s it! RollCredits makes handling reimbursements effortless. 🚀