Question 1

How does the approval workflow work?

Accepted Answer

Employees create expense reports and submit them to their manager (set by the org admin). Managers receive in-app and email notifications, review line items, and approve or reject with comments. Policy rules (max amounts, receipt requirements) are enforced automatically at submission time.

Question 2

How does OCR receipt scanning work?

Accepted Answer

When you photograph a receipt, our AI engine extracts vendor name, date, total amount, line items, GST / tax details, and suggested category. Results appear in under 3 seconds and can be edited before saving.

Question 3

Can I use it for personal expenses without a company?

Accepted Answer

Absolutely. The Free plan is built for individuals — track personal spending, categorise receipts, and generate reports for your own records. No company or manager required.

Question 4

Can I track mileage and per-diem expenses?

Accepted Answer

Yes. Mileage expenses support distance-based rates set by your workspace admin, and per-diem rules apply daily allowances automatically. Both are enforced at submission time, so violations are caught before your manager ever sees the report.

Question 5

What are cash advances?

Accepted Answer

Employees can request an advance (e.g. for travel) before spending. Managers approve and disburse it, and the advance is settled against actual expenses later — with the full trail recorded in the workspace ledger.

Question 6

Does Reimbilly work offline?

Accepted Answer

Yes. Receipts you capture offline are stored in an encrypted local cache and sync automatically when you reconnect. Approvals and chat need a connection.

Question 7

Is my financial data secure?

Accepted Answer

Yes. All data is encrypted in transit (TLS 1.3) and at rest (AES-256). Chat messages are end-to-end encrypted with NaCl box — not even we can read them. We comply with the DPDP Act 2023, and our infrastructure is SOC 2 ready.

Question 8

What is the E2E encrypted chat?

Accepted Answer

The chat feature uses NaCl (libsodium) box encryption — each message is encrypted on your device before being sent, using your recipient's public key. The server only stores ciphertext. Messages can never be read by Reimbilly or any third party.

Question 9

Who can see my expenses inside my company?

Accepted Answer

Access follows workspace roles enforced by row-level security in the database: you see your own expenses; your manager sees reports submitted to them; workspace admins see org-level data. There is no "super user" bypass — even Reimbilly support cannot read your data without an audited break-glass procedure.

Question 10

Where is my data stored and how long is it kept?

Accepted Answer

Data is stored encrypted at rest in our cloud database, with retention that follows your plan (3 months on Free up to unlimited on Enterprise). You can export or request deletion of your personal data at any time from the app, per the DPDP Act 2023.

Question 11

Is there a free trial for paid plans?

Accepted Answer

Yes — Pro and Business plans include a 14-day free trial with no credit card required. Enterprise pricing is custom; contact our sales team for a live demo and pilot.

Question 12

What happens when I hit the Free plan receipt limit?

Accepted Answer

The Free plan includes 50 scanned receipts per month. You'll see a warning at 80% usage, and past the limit new scans pause until the next month — or upgrade to Pro for unlimited receipts. Your existing data is never blocked or deleted.

Question 13

How do I change or cancel my plan?

Accepted Answer

Workspace owners can upgrade, downgrade, or cancel from Billing Settings in the app. Downgrades apply at the end of the current billing period, and we prorate upgrades. No phone calls or retention scripts required.

Question 14

Do you offer discounts for nonprofits or education?

Accepted Answer

Yes — registered nonprofits and educational institutions get 50% off Pro and Business plans. Contact us with your registration details.

Question 15

Which platforms are supported?

Accepted Answer

Reimbilly runs natively on iOS, Android, and as a web app in any modern browser. Desktop apps for Windows (x64 & ARM), macOS (Universal), and Linux are available on the Downloads page.

Question 16

Can I export data for accounting?

Accepted Answer

Yes. Export expense reports as PDF or CSV. Integration with accounting tools (Tally, QuickBooks, Zoho Books) is on the roadmap. Enterprise customers can request custom export formats.

Question 17

Is there a web version I can use without installing anything?

Accepted Answer

Yes — the full app runs in any modern browser at app.reimbilly.app, with the same features as mobile plus desktop conveniences like keyboard shortcuts, a command palette (Ctrl/⌘+K), and drag-and-drop receipt upload.

Question 18

Can I import existing expenses from another tool?

Accepted Answer

CSV import is available for expenses and categories. For larger migrations from tools like Expensify, Zoho Expense, or spreadsheets, contact support and we'll help map your data.

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