Manage Employee Advances
An advance is cash given to an employee before expenses are incurred — for travel, training, events, and similar needs. Later you settle it against approved expenses or record a return of unused funds.
Advance lifecycle
Draft → Submitted / Under Review → Approved → Disbursed
→ Partially Settled / Settled
(also Rejected or Cancelled)
Numbers look like ADV-2026-0001.
Request an advance
- Go to Expenses → Advance Requests and create a new request.
- Choose a purpose (travel, training, procurement, events, projects, client entertainment, emergency, or other).
- Enter the amount and an expected settlement date.
- Save as a draft, then submit for approval when ready.
- Download a PDF from the detail page when you need a printable pack.
Approve or reject
Approvers use Approve or Reject on the advance detail page. Approve can adjust the approved amount. Buttons appear only when you are the current approver for that request.
Disburse the advance
After Approved, users with finance or admin expense roles use Disburse Advance. Enter the payment method and reference. Disbursing posts the disbursement journal when Accounting is configured.
Settle or return funds
Once the advance is Disbursed (or Partially Settled):
- Settle Expense — link an eligible approved expense against the outstanding balance.
- Record Return — return unused funds to the company.
Both actions update the outstanding balance and post to the ledger when accounts are set up. Settlement history appears on the advance detail page.
Outstanding balances
Expenses → Outstanding Balances lists unsettled amounts per employee so finance can follow up before period close.
:::info Who can disburse and settle Disburse, settle, and return need ExpenseFinance or ExpenseAdmin (or equivalent company admin access). Managers who only approve cannot disburse by default. :::