WragbyWbizManager

Pay out expenses

Pay verified claims and advances through payroll, by hand or through the Payment service, settle retirements and keep outstanding advances in check.

For finance teamUpdated 4 Nov 2026

Before you start

  • Verify expensesOnly verified documents can be paid. The payout method is chosen when you verify.
  • Set up expensesPayout defaults hold the payroll element codes that Next payroll payouts and payroll recoveries need, and the Payment service funding account.
  • Set up employees and supervisorsStaff are paid into the HR-validated bank account on their employee record.
In this article
  1. Pay a claim or an advance
  2. Settle a retirement
  3. Keep advances in check
  4. What gets posted
  5. What employees and managers see

Once finance has verified a document, the money has to move: to the employee for a claim or an advance, or back from the employee when they didn't spend all of an advance. Everything here starts in Human Resources › Expense › Finance Workspace.

Pay a claim or an advance

  1. Open Payout runs

    Select the Payout runs tab (or Payouts in the Expense menu).

    1. Payout runs.
    2. One card per method, with how many documents and how much are ready: Payment service, Next payroll and Manual.
    3. Ready to pay lists every verified claim and requisition, filtered by method with All, Payment service, Payroll and Manual.

    Further down, Settlements due lists retirements where the employee owes money back, and In flight lists payments sent to the Payment service or waiting for payroll.

  2. Pay by the method chosen at verification

    Open the document. On the right, the Pay out panel offers the method it was verified for:

    • Next payroll: select it to add the amount to the employee's next open payroll as a non-taxable addition. You'll see Queued on the next payroll. The document shows Payout in progress until that payroll is posted, then Paid (or Outstanding for an advance).
    • Manual: pay the employee outside WbizManager first, then select Manual to open Record manual payout. Fill in the amount (Pay in full or Part payment), Payment date, Method (Bank transfer, Cash, Cheque or Other), Payment reference, an optional Note and optional Proof of payment (PDF or image, up to 10 MB). Select Record payout. A part payment keeps the document open until nothing is due.
    • Payment service: adds the document to a Payment service batch. To pay several at once, tick them in Ready to pay, choose a Funding account (blank uses the policy default) and select Originate batch.

Settle a retirement

When an employee retires an advance and spent less than they were given, finance verifies the retirement and it moves to Settling. Open it and use the Settle the balance panel. The employee's own choice (refund or payroll deduction) is highlighted.

  • Employee refunded: the employee paid the balance back. Opens Record employee refund: enter the receipt date, method, Receipt / transfer reference, an optional note and proof, then Record refund. The retirement is settled and the advance retired.
  • Recover through payroll: raises a deduction on the next open payroll, using the Advance-recovery payroll element. The retirement stays Settling until that payroll is posted. While payroll hasn't taken it, Cancel payroll deduction in the ⋯ menu withdraws it so you can choose again.

If the employee spent more than the advance, the retirement is Verified and you pay the difference like a claim.

Keep advances in check

Select the Advances ageing tab. It groups every outstanding advance by how many days it is past its retirement due date: 0 to 30 (including not yet due), 31 to 60, 61 to 90 and over 90. Select a bracket to see those advances, and download the ageing report.

  • If an employee returns the whole advance without spending any of it, open the advance and select Close with refund (Close advance with full refund). The advance moves to Retired.
  • If the policy has Auto-recover overdue advances via payroll set, WbizManager raises the payroll deduction itself after that many days past the due date and grace period.
  • Staff with an overdue advance see a red banner on My Expenses, and may be blocked from new requisitions (see the policy in Set up expenses).

What gets posted

Paying out doesn't post a journal from Expense Management. When you pay through Next payroll, the payroll journal carries the payment. When you record a Manual payout or a refund, post the bank side in Accounting yourself: see Post expenses to the ledger.

What employees and managers see

The employee's document moves to Payout in progress, Paid or Outstanding, with a Payment panel showing what was paid, when and the reference: see Track your expenses. An outstanding advance appears on their Advances tab with its due date: see Retire an expense advance. Managers see paid documents under Paid / retired and open advances on the Advances tab of Team expenses.