Configure personal outlay

Personal outlay configuration determines how Nordflow books and pays back out-of-pocket expenses.

Two approaches

Supplier per employee: Create a supplier in the ERP with the same name as the Nordflow user and the employee’s bank account. Nordflow auto-links the two by name. When the user submits an outlay, their supplier is applied to the document and Nordpay can reimburse them directly. This is the cleanest reimbursement flow but adds one supplier record per employee to your ERP master data.

Finance voucher with user reference: Configure outlays as finance vouchers and define a default account for out-of-pocket spend. The user’s name appears as a reference field instead of a supplier. This keeps master data leaner but requires more manual handling and loses the automatic Nordpay reimbursement flow.

Where: Customer profile → Accounting → Expense management

1. Enable Personal outlay (see Enable expense management).

2. Choose the outlay method:

   Method	When to use
   Supplier per employee	You want Nordpay to reimburse the employee automatically
   Finance voucher	You want to minimise ERP master data; manual reimbursement is acceptable

3. If using Supplier per employee, ensure each employee has a matching supplier in the ERP with their bank account. See Link a user to a supplier.

4. If using Finance voucher, set the default account for out-of-pocket expenses.

5. Click Save.

Example

An employee named “Jordan Smith” submits a taxi receipt as personal outlay. If a supplier named “Jordan Smith” exists in the ERP with Jordan’s IBAN, Nordflow applies that supplier automatically and Nordpay can pay the reimbursement without manual intervention.

Related: Link a user to a supplier · Enable expense management · Personal outlay and company-paid expenses