Float's Reimbursements feature streamlines expense report management, providing an easy way to handle out-of-pocket expenses and mileage reports. Users can submit requests with our easy-to-use platform and can be paid out directly through your Float cash balance.
Spenders can submit multiple expenses within one report, attach receipts, and submit them for approval. Administrators can easily approve reports, schedule direct payouts, and export reports directly into your accounting software.
This article will provide you with a high-level overview of Reimbursements. For a detailed set-up guide, please review our Help Centre article: Setting Up Reimbursements
How do Reimbursements work?
- Create a Report, Add Expenses, Submit for Approval: Create reports and add expenses directly in the Float mobile app or the web app (app.floatfinancial.com). Float uses advanced AI and OCR capabilities to scan receipts and automatically enter data (i.e., amount, tax amount, vendor) into your report
- Approve Requests: Set custom approval workflows so reimbursement reports are approved by the right people in your organization. You can use multi-level dynamic approvals and set up multiple types of approval policies for different teams
- Payout Users Directly: Easily schedule direct payouts in CAD and USD to users with connected personal bank accounts in Float
- Accounting Software Integration for Exporting: Automatically sync reimbursement reports directly to QBO, Xero, and NetSuite, or export a CSV to import directly into your accounting software. GL codes, Tax codes, and more are mapped to your Chart of Accounts in Float to be easily applied and synced
When should I use Reimbursements vs Float cards?
Reimbursements are great for mileage, personal card spend, and edge cases — including when an employee prefers to use their personal credit card to collect rewards points. While using a Float card is ideal for planned or repeat spend due to better visibility and built-in controls, Reimbursements give you flexibility when personal cards are preferred or required.
Can employees see Reimbursements in Float?
Not until the feature is enabled. Once you turn it on in from the Settings Page, Spenders will see a "Request Reimbursement" option in their Float account, both on web and mobile. Until then, the reimbursement feature will be hidden from view.
I'm on the Essentials plan — can I use Reimbursements?
You can use Reimbursements on the Essentials plan to manage out-of-pocket employee expenses. You’ll have access to approval workflows, submission policies, export tools, and reimbursement reporting — everything you need to track and control spend. Just keep in mind that payouts must come from your funded Float balance (not a connected bank), so enabling auto-funding is a good way to prevent delays. Only CAD payouts are available on Essentials.
What currencies are supported by Float Reimbursements?
Float supports reimbursement payouts in CAD and USD, but plan differences apply:
- On the Essentials plan, only CAD payouts are supported, and payouts must come from your pre-funded Float balance.
- On Professional and Enterprise plans, you can reimburse in both CAD and USD, and payments come from your Float Cash balance.
- On Professional and Enterprise plans, reports can still include expenses in other currencies (like EUR or GBP), which Float auto-converts using the daily rate. These reimbursements must be paid outside Float and marked as paid.
Can US entities use direct payouts?
Not yet. US entities can track and approve reimbursements in Float, but payouts must be handled outside the platform.
Do I need to fund my Float balance to reimburse?
Essentials plan customers must ensure their Float balance is adequately funded to cover payouts. On Professional and Enterprise plans, you can either fund Float or pay directly from a connected bank — just know bank payouts take a few extra days.
Do Reimbursements need different approval policies?
Not necessarily. Reimbursements and card requests use separate workflow types in Float, but you can choose to keep the same approval structure across both if that works for your team. Professional plan customers also have the flexibility to tailor policies by department or project team
How does Float handle international reimbursements?
Float supports multi-currency reports and auto-converts expenses at the daily rate. Reimbursements are paid in CAD or USD — if another currency is used, you’ll mark it as paid externally.
Do I need to update my accounting sync for Reimbursements?
Not always — it depends on your setup. If you're using QuickBooks Online, you'll be prompted to map reimbursement-specific accounts: one for Accounts Payable and another for your clearing or bank account.
Can I submit a Reimbursement request without a receipt?
Not always - it depends on your Reimbursements Submission Policy which is set up by an Administrator. If your Submission Policy doesn't require receipts, then you can submit a report without a receipt. However, if your policy requires a receipt to be uploaded, then you can't submit your report for approval unless a receipt is attached.