With Out-of-pocket expenses, employees can easily register business purchases paid with their own money, such as a personal card or cash.
Once approved, the expense can be exported to your accounting system and reimbursed through your company's payroll system or by a manual bank transfer.
Create an out-of-pocket expense
To register an out-of-pocket expense:
Go to My expenses.
Click Create reimbursement and select Out-of-pocket expense.
Upload or take a photo of your receipt.
Review the extracted information and make any necessary adjustments.
Submit the expense for approval.
Mynt uses AI to automatically extract information from the receipt, including:
Purchase date
Amount
Merchant
VAT (when available)
Approval
Once submitted, the expense is reviewed by your company's approver.
The approver can:
Approve the expense.
Reject the expense with a comment.
If the expense is rejected, you can edit it and submit it again.
Accounting and reimbursement
Once approved, the expense is posted as a liability to the employee and can be exported to your accounting system.
The reimbursement itself is handled outside of Mynt, for example through your company's payroll system or by a manual bank transfer.
Manage reimbursements
As an administrator, you can manage approved employee reimbursements under Reimbursement payout.
Here you can:
View reimbursements waiting to be paid.
Download reimbursement reports.
Mark reimbursements as paid once payment has been completed.
Create a reimbursement report
Once reimbursements have been approved and are ready for payment, you can create a reimbursement report.
Go to Reimbursement payout → Ready for payout.
Select the reimbursements you want to include.
Click Create report.
The report is created as a Draft and appears under the Reports tab.
Download the reimbursement report
When you're ready to process the payments:
Go to Reimbursement payout → Reports.
Click Download for the report you want to use.
Select whether to export the report in PA XML or Hogia XML format.
Optionally, choose to use today's date as the reimbursement date.
Click Download report.
Once the report has been downloaded, its status is automatically updated to Exported.
For employees
Employees can track the status of their out-of-pocket expenses under My expenses.
Here you can see:
Expenses awaiting approval.
Approved expenses.
Expenses waiting for reimbursement.
Reimbursed expenses.
Frequently asked questions
Can I edit a submitted expense?
Yes, but only if it has been rejected. Once rejected, you can edit the expense and submit it again.
How are out-of-pocket expenses accounted for?
Approved out-of-pocket expenses are posted as a liability to the employee. The reimbursement itself is not posted automatically by Mynt and must be handled through your payroll system or by a manual payment.
How are reimbursements paid?
Payments are made outside of Mynt through your company's payroll system or bank. Once the reimbursement has been completed, it can be marked as Paid in Mynt.
Why can't I export out-of-pocket expenses?
The most common reason is that the accounting settings for out-of-pocket expenses have not been configured.
Check that an account has been configured under:
Accounting Settings → Reimbursements → Out-of-pocket expenses
Choose the account that matches your company's accounting setup.
Do I need to keep the original receipt?
The receipt is stored together with the expense in Mynt. Always follow your company's internal policies and local accounting regulations regarding the handling of original receipts.
Need help?
💬 Contact us through the chat in the bottom-right corner.
📧 Email us at support@mynt.com.
We're happy to help!