How Claims Become Payables

See how Officaid automatically turns approved claims into organized payables for easier reimbursement.

From individual receipts to organized reimbursements

Processing employee claims can be overwhelming. One employee submits three transport claims, another has five meal receipts, and a third needs reimbursement for office supplies and a health claim. Multiply this across your team, and you are suddenly managing dozens of small payments. It is tedious, error-prone, and hard to keep track of who has been paid.

Officaid takes a different approach. Instead of treating each claim as a separate payment, approved claims are automatically grouped by employee into a single payable record. This aggregated view transforms a flood of individual receipts into an organized list of what you owe each person.

The Traditional Challenge

In many businesses, claim reimbursement works like this:

Employee submits a claim.
Manager approves it.
Finance processes a payment for that specific claim.
Repeat for every single claim from every employee.

This one-to-one approach creates problems. Finance teams are bombarded with small transactions. It becomes difficult to see the total owed to any single employee. Payments get fragmented, with some claims reimbursed while others wait in a queue. Tracking who has been fully paid requires manual reconciliation.

The Officaid Approach

Officaid connects the Claims module to the Finance module automatically. When a claim is approved, it does not sit in isolation waiting for someone to process it. Instead, it flows into Finance → Expenses → Payables where all approved claims for each employee are consolidated.

Here is how it works:

Employee submits one or more claims through Me → My Claims.
Manager reviews and approves each claim in Team → Claims.
Approved claims automatically create or update a payable record for that employee.
Finance sees a single payable per employee showing the total amount owed.
When payment is made, all associated claims are marked as Paid.

What You See in Payables

When you navigate to Finance → Expenses → Payables, you see a list of payable records. For employee claims, each record shows:

Employee name as the vendor or payee.
Total amount combining all approved but unpaid claims.
Category showing "Employee Claims" to distinguish from other payables.
Due date indicating when reimbursement should be processed.
Status showing whether the payable is Due, Overdue, or Paid.

Click on any payable record to see the Payable Details page. Here, the Remarks section breaks down exactly which claims make up the total, including the claim type, date, and amount for each.

Benefits of Aggregation

Consolidating claims into payables per employee offers several advantages:

Simplified payments mean you make one transfer per employee instead of many small ones.
Clear visibility shows exactly how much each person is owed at any moment.
Reduced errors come from fewer transactions to process and reconcile.
Complete audit trail links every payable back to its underlying claims.
Automatic updates keep payable totals current as new claims are approved.

Use the Payable Details page to review the breakdown before processing payment. This ensures you understand exactly what you are reimbursing.

The Payment Connection

Once you record a payment against an employee's payable, Officaid updates the status automatically. The payable moves to Paid status, and all the underlying claims also reflect this change. Open any of those claims, and you will see a View Payment button that links directly to the payable record.

This two-way connection means you can trace from a claim to its payment, or from a payment back to its individual claims. Nothing gets lost in the process.

Payable Activity Tracking

The Payable Details page includes a Payable Activity section showing the history of changes. You can see when the payable was created from employee claims and when it was updated as new claims were approved. This audit trail provides full transparency into how the payable evolved over time.

Frequently Asked Questions

When does a payable get created for an employee?

A payable record is created automatically when the employee's first claim is approved. Subsequent approved claims update the existing payable, adding to the total amount owed.

Can I see which claims are included in a payable?

Yes. Open the payable in Finance → Expenses → Payables and view the Remarks section on the Payable Details page. It lists each claim with its claim type, date, and amount.

What happens to the payable when I pay an employee?

Click Record Payment on the Payable Details page to record the reimbursement. The payable status changes to Paid, and all associated claims automatically update to Paid status as well.

What's Next?

Explore related topics:

Claim Statuses Explained covers how claims move from Pending to Paid.
Creating a Payable explains payables in the Finance module.
Approving Claim Requests shows how to process incoming claims.

claims payables finance workflow