This article is for CSE administrators using the Swile Invoice Reimbursement grant. For your beneficiaries to be able to submit invoice reimbursement requests, you must first have created a reimbursement rule (see: How do I create an "Invoice Reimbursement" grant?).
📑 Contents
📂 Where can I find invoice reimbursement requests?
Once your Invoice Reimbursement grant is live, your beneficiaries can submit their documents. You can find their requests in the Grants tab of your Gifts and Benefits admin area, by clicking on the relevant grant.
✅ How do I view and update the status of an invoice reimbursement request?
To process invoice reimbursement requests, click on the relevant grant in the Grants tab, then scroll down to the Reimbursement History section at the bottom of the page.
You can update the status of an invoice reimbursement request in two ways:
- One by one: click directly on the request. A side panel will open on the right; you can update the status at the bottom of the panel.
- In bulk: tick several requests, then update their status all at once.
Here are the available statuses for an invoice reimbursement request:
| Status | Meaning | Next possible action |
|---|---|---|
| To process | Request submitted by the beneficiary, but not yet reviewed by you. | Change to Accepted status. |
| Accepted | Request accepted, but the transfer has not yet been made. | Change to Transfer in progress (or generate the SEPA file). |
| Transfer in progress | You have initiated the bank transfer. | Change to Reimbursed status. |
| Reimbursed | Request accepted and reimbursed. If there is an error, click on the request then on Return to accepted to revert to Accepted status. | — |
| Declined | Request reviewed and rejected. | — |
When you click on an invoice reimbursement request, the side panel displays three tabs:
- Information: details of the request (amount, beneficiary, request details, uploaded document, beneficiary's bank details).
- History: all actions related to the request, with their dates.
- Comments: you can add a comment related to the request. This is only visible to administrators, never to beneficiaries.
💸 How do I generate the SEPA file to send to my bank?
💡 Good to know about the SEPA file
There is no direct link between your bank and Swile: you generate a SEPA file from Swile, then send it to your bank. The SEPA file will only include invoice reimbursement requests with the status Accepted.
- Step 1: Click on the Grants tab, then on the relevant invoice reimbursement grant.
-
Step 2: In the Reimbursement History section, click on Export, then on Generate a SEPA file.
-
Step 3: Enter the CSE bank account details you use for reimbursements: Account holder, IBAN and BIC. These details are required when uploading the file to your bank's website.
- Step 4: Click on Generate SEPA.
- Step 5: Send the generated SEPA file to your bank.
⚠️ Things to check before generating the SEPA file
- The account holder is usually the CSE: enter the name of your CSE.
- Only one bank account can be registered. If you need to change it, edit the existing account or delete it to add a new one.
- As soon as you generate the SEPA file, all requests with the status Accepted will automatically change to Transfer in progress.
🏦 How do I upload the SEPA file to my bank's website?
- This step depends on your bank. For most banks, the option to upload a SEPA file can be found in the Transfer menu.
- If you can't find this option, contact your bank adviser to activate it.
🔄 How do I update the status of invoice reimbursement requests after the transfer?
- Once the transfer has been made, we recommend changing the requests from Transfer in progress to Reimbursed to show that they have been paid.
- If a transfer is rejected by your bank, change the invoice reimbursement request to Declined. The beneficiary will then need to update their bank details and submit a new request.
You can then export the history of your SEPA files if needed: in the Reimbursement History section, click on Export, then on SEPA export history.
Comments
0 comments