Personal outlay and company-paid expenses

Two expense types

Nordflow supports two ways an employee can incur a business expense.

Personal outlay means the employee paid from their own pocket and needs to be reimbursed. Nordflow treats the employee as a supplier — their bank account becomes the payment destination — and Nordpay queues the reimbursement automatically after approval.

Company-paid means the spend went on a company card. No reimbursement is needed. The receipt only needs to be captured and booked: the credit side of the journal entry hits the company card account, and the debit side hits the correct expense account.

How the two paths differ

Both types are captured on the mobile app and follow the same OCR and approval pipeline. The difference is in the accounting outcome:

Personal outlay creates a payable to the employee. Nordpay sends money to their bank account when the document is paid.
Company-paid creates a booking only. The card payment already happened; Nordflow just records it correctly.

Which model to use

Most clients enable both. You can restrict individual users to one type only — for example, preventing external consultants from submitting company-paid receipts if they do not hold a company card.