Expense reimbursements, from receipt to payment
A photo of the receipt is enough. The manager approves, and each person follows their request through to payment.
What you gain
- No more lost receipts or mileage spreadsheets
- Volunteers get reimbursed without creating an account
- Less chasing: missing receipts are flagged
- Accounting-ready: CSV export, generic or QuickBooks
What Samwell does
- Receipt as a photo or PDF, from a phone
- Mileage calculated at the rate set by the organization
- Single-use link, no account needed, for a volunteer or an outside person
- Approval by the manager; nobody approves their own request
- Tracked through to payment, with payroll or separately
- Accounting export in CSV, generic or QuickBooks
Frequently asked questions
Can a volunteer be reimbursed without an account?
Yes. You send them a single-use link, valid for a limited time. They attach their receipt, and the reimbursement is paid separately, by Interac e-Transfer or cheque.
Which mileage rate should we use?
Your organization’s: you set it in the settings, and Samwell imposes none. Our guide explains the CRA and Revenu Québec rules.
Can a reimbursement go through payroll?
Yes, for an employee: it is paid with payroll, without being taxed or insured. A volunteer is always reimbursed separately.
How do we prepare for the financial audit?
Each receipt stays attached to its request, and each payment keeps its date and reference. The accounting export, in generic CSV or QuickBooks, includes your reimbursements.
See this module with your own cases
A 30-minute demo, tailored to your organization and your province or territory. No commitment.