Reimbursement Requests

For sales reps and store staff

Why We Do This

When you spend your own money on something the store needs, you deserve to get it back fast and without an argument. The reimbursement form is what makes that possible: it puts the purchase on the record with a receipt attached, so the office can cut the check without chasing anyone, and so months from now nobody has to reconstruct what a random charge or cash payout was for. It protects your money and the books at the same time.

When to Use It

Any time you spend personal money on a legitimate store need: supplies, a part, an emergency purchase to close a sale or keep the store running.

No reimbursement without the form and a receipt. The check does not get cut otherwise. A text or a verbal "I bought some stuff" is not a request.

Step by Step

Keep the receipt. No receipt, no reimbursement.
Open the Reimbursement Request form on the admin portal.
Enter your name and store.
Enter the date of purchase and the amount, pick the category (office supplies, change for a customer, fuel, or other), and describe what you bought, where, and why the store needed it.
Attach or photograph the receipt.
Submit. The office reviews it and the reimbursement is paid through the normal approval process.

Before You Spend (Save Yourself the Trouble)

Most routine supplies (cleaning products, paper goods, common parts) are already on scheduled auto-order. If your store keeps running out of something, submit a supply request instead of buying it out of pocket every week. The goal is that your money almost never enters the picture.

Do and Do Not

Do submit within a few days of the purchase, receipt attached.
Do ask first on anything big. Large or unusual purchases need an OK before you spend.
Do not pay yourself back from the register.
Do not buy inventory or appliances out of pocket. That is never a reimbursement item.