For many nonprofits, reimbursements are a constant source of frustration. Volunteers and staff submit receipts weeks after an event, amounts are manually calculated, and finance has to verify, approve, and send payments, often across multiple tools.
The result? Delayed payouts, missed entries, and a steady stream of follow-ups.
Fyle makes all of this disappear with built-in ACH reimbursements for US-based organizations. From receipt submission to payment, everything flows automatically. No spreadsheets, no back-and-forth emails, no external bank portals.
Why Reimbursements Are a Pain for Nonprofits
Most nonprofits still rely on spreadsheets, email threads, or standalone tools to manage reimbursements.
This leads to:
- Late submissions after trips or events
- Manual calculation of mileage, per diem, and shared costs
- Inconsistent approvals and unclear audit trails
- Switching between accounting software, spreadsheets, and payment portals
- Delays in sending reimbursements, especially when approvals are pending
Even if your policies are tight, the tools you use may be holding you back.
That’s why Fyle lets you manage the entire reimbursement cycle, from submission to ACH payment, in one platform.
How Fyle Automates and Accelerates Reimbursements
Fyle makes the reimbursement process seamless from start to finish. Once an expense is approved, it's ready for payment. No manual processing. No delays.
Here’s how it works:
1. Employees Submit Expenses From Anywhere
Volunteers and staff can submit reimbursable expenses through:
- A quick text message with a photo of the receipt
- Fyle’s mobile or desktop app
- Emails forwarded to receipts@fylehq.com
- Chrome or Outlook plugins that auto-create expenses from email receipts
Fyle captures key details like merchant, amount, category, and policy flags automatically.
2. Approvals Happen Fast—Even With Multi-Level Workflows
Once submitted, expenses are routed through your custom approval workflow:
- Role-based, department-based, or amount-based
- One or multiple levels
- Approvers can review and approve from mobile, web, or directly via email
No need to chase approvals. Fyle sends reminders and tracks everything in real time.
3. Fyle Calculates Reimbursable Amounts for You
Fyle supports different types of nonprofit reimbursements:
- Out-of-pocket expenses (e.g., meals, travel, supplies)
- Mileage — calculated automatically using IRS rates
- Per diem — based on pre-set daily allowances
- Recurring reimbursables like software or subscriptions
No math or manual entry needed—Fyle calculates the final reimbursable amount based on your rules.
4. Approved Expenses Are Reimbursed via ACH
Once approved, Fyle initiates ACH payments directly from your connected bank account.
No switching tools. No exporting spreadsheets. No waiting.
Finance teams can:
- Reimburse approved reports in bulk
- Track payment status (initiated, failed, completed)
- Access complete audit logs for every transaction
Users can also track their own reports in real time, see if they’re approved, where they’re pending, and when the payment’s on its way.
And the best part? ACH payments are included in your business plan, no extra costs or third-party tools.
Automate Reimbursements. Support Your People.
When your team spends out of pocket to support your mission, they shouldn’t have to wait weeks to get reimbursed.
With Fyle, you support them faster, track everything in one place, and stay audit-ready, without adding extra work for finance.
Stop wasting time chasing reimbursements. Start automating them.
