Process Expenses

Pay approved expense claims to employees and external payees, and record the payment in the ledger.

LimitedChecked against the product 06 Oct 2026

Goal

Pay approved claims out of a bank account and mark them as paid.

Before you begin

Expense Settings: Employee Payable Account (and External Payee Payable Account if you pay outsiders) Winlium clears these accounts when you pay.
A cash or bank account in the Chart of Accounts to pay from Accounting > Chart of Accounts. Only accounts of the Cash and equivalents type appear in the list.
An open financial period for today's date The payment is dated today.
At least one approved claim

Steps

Open Process Expenses
In the menu choose Expense, then Operations, then Process Expenses. The queue lists claims that are approved and not yet paid.
Find the claim
Type in the search box to find a claim by its expense number. The empty-state text is No expenses awaiting processing.
Start the payment
Select Process on the row. To pay several claims in one go, tick the rows and select Process Selected. The Process Reimbursement window opens.
Screenshot pending
Process Reimbursement window with Bank Transfer selected, a bank account chosen and a payment reference typed
1. 1Choose Bank Transfer.
2. 2Pick the bank account the money leaves from.
3. 3Optional: type the transfer or cheque reference.
Choose Bank Transfer and the bank account
Leave Payment Method on Bank Transfer. Pick the account in Bank Account.
Add a reference
Type the bank's transaction or cheque reference in Payment Reference. This is optional.
Confirm
Select Confirm. The button shows Processing... while Winlium works. A green message says how many expenses were paid and the total. Each paid claim leaves the queue.

If some claims in a group fail, the window stays open and shows one message per failed claim, in the form EXP-number: reason. The window still lists every claim you selected, including the ones that were paid. Close the window, refresh the queue, and select only the claims that are still listed.

Field reference

What the queue shows:

Field	Type	Required	Details
Expense No	Text	No	The claim's number. Search uses this column.
Employee	Text	No	Name of the person who submitted the claim. Shows a dash when there is none.
Type	Text	No	Only claims are queued, so this reads Claim.
Total Approved	Number	No	The approved total including tax, with two decimals and no currency sign.
Submitted Date	Date	No	When the claim was created, as DD/MM/YYYY.
Approved Date	Date	No	When the claim was approved.
Receipts	Links	No	A link for each receipt on the claim's lines. A dash when there are none.
Actions	Button	No	The Process button for that row.

What the Process Reimbursement window asks for:

Field	Type	Required	Details
Payment Method	Dropdown	Yes	CashBank TransferSalary Deduction Default: Bank Transfer See the warning above: only Bank Transfer works today.
Bank Account	Dropdown	Required when Payment Method is Bank Transfer	Shown only for Bank Transfer. Each option reads code - name. Empty list text: No cash/bank accounts found. If you confirm without one, the message is Select a bank account for a bank transfer payment.
Payment Reference	Text	No	Placeholder: e.g. transaction / cheque reference. Stored on the claim and on the payment record.

The window has no date field. The payment is dated today.

Statuses and what happens next

A claim in this queue is Approved. When the payment succeeds its status becomes Paid and Winlium creates a payment record numbered with the prefix RMB, linked to the claim. You cannot undo or edit the payment from this screen.

Only claims appear here. Advance clearances, petty cash claims and corporate card claims are settled when they are approved, so they never wait in this queue.

External payees are paid the same way as employees. The claim shows the payee's name in Employee, and Winlium clears the External Payee Payable account instead of Employee Payable.

Ledger impact

Ledger impact: Confirm in Process Reimbursement

Stage 2 of 2

Debit and credit entries for Confirm in Process Reimbursement
Side	Account	Where the account comes from	Amount
Dr	Employee Payable (External Payee Payable when the claim is for an external payee)	Expense Settings > Employee Payable Account, or External Payee Payable Account	Gross approved total: net of all lines plus tax
Cr	The bank account you chose	Bank Account field in the window	Same gross amount

Stage 1 (when the claim was approved) debited the expense accounts and credited the same payable account. Stage 2 clears that payable. The payment is dated today and falls in today's accounting period, not the claim's period. The amount is the whole approved total including tax. Nothing is posted to Payroll for Salary Deduction.

Approvals

Paying a claim needs no approval. The claim was approved earlier. See Workflows and approvals.

Reverse or void

You cannot reverse or void a payment from this screen.

Who can do this

Listing the queue needs expense:expenses-pending-processing:read. Paying needs expense:expenses-process-reimbursement:create. The bank account list also needs accounting:chart-of-accounts:read. A user with all three can use the screen. See Roles and permissions.