If your team members don’t already have their own Holvi cards, or you need to reimburse someone outside your team, you can use our expense claims feature to repay expenses made on behalf of your business.
There are two ways to do this:
- Send an expense claim form to someone else
- File an expense claim yourself
If you file expenses directly to Holvi, you will be marked as the claimant.
Send expense claim form to someone else
Use this feature when the claimant (person asking for reimbursement) is someone else. To send a claim to someone else:
- Log in at Holvi.com
- Go to Expense claims > Claimants
Click New claimant in the top right and add their contact details, then click Invite claimant. We’ll send your claimant an expense claim link.
You can control the link to your expense claim form
After sending, you’ll land on the Claimants page where you can activate and deactivate this link. When activated, your claimant can click the link in their email to fill out an expense claim.
Or choose a past claimant
Go to Expense claims > Claimants to send an expense claim to an existing claimant. Simply click the claimant and click Activate link. This reactivates the link in your claimant’s original email. To send them a new email, add them as a new claimant again.
Your claimant files an expense claim by adding the topic, amount, date of purchase, description, IBAN and relevant attachments to the form. The same form can include multiple expenses.
What happens after receiving an expense claim?
The claimed expenses then arrive to your Holvi account. You can accept or reject the expenses one by one and pay them out immediately and categorise the new expenses.
You can add a short note when you process the form – for example, to explain why a claim was rejected. Images and files attached to the expense claim form are saved in your Holvi account for bookkeeping.
Preview an expense claim
Are you the kind of person who likes to know exactly what’s being sent on your behalf? Add yourself as a claimant to see exactly what we send out.
File your own expense claim on behalf of your business
You can also file an expense claim on behalf of your own company.
- In the main menu, click Expense claims
- Click Create expense claim
- Fill in the expense claim form
- Click Pay now to pay the expense immediately or Save it as a draft for later approval