What is this page about: How to track an expense reimbursement's status in Light, what each status (Draft, Processing, Paid, Rejected) means, and what to do next at each stage.
On this page
- Where to check your status
- Understanding expense statuses
- Checking payment details
- Getting notifications
- If your status seems stuck
- Tips for faster reimbursement
- Batch payments
- If you have questions about a payment
- FAQ
- Related articles
Quick answer: In Light, go to Expenses in the sidebar to see the status of any reimbursement. A reimbursement moves through four stages, Draft → Processing → Paid, or Rejected if your finance team declines it, and Light notifies you automatically at each key step.
Using the Light mobile app? Statuses are named differently there. Expenses show as Submitted, Paid, Rejected, or Cancelled, and the Processing sub-labels are web-only. Push notifications cover rejections, payments, and upload-complete; upload failures show in-app. Everything else on this page describes the web app.
Once you submit an expense, you can track its status until it's reimbursed.
If you get reimbursement updates via Slack or Microsoft Teams, each notification includes a link that takes you straight to the expense in Light.
Where to check your status
- Log into Light
- Click Expenses in the Light sidebar
- You'll see a list of all your submitted expenses, with their current status, right there in Light
You can also ask Light's AI assistant, for example "What's the status of my reimbursement?" or "Was my reimbursement paid?", and it will look up your latest expense report for you.
Understanding expense statuses
On web, a Light reimbursement always shows one of four statuses:
| Status | What it means | What you need to do |
|---|---|---|
| Draft | You started an expense but haven't submitted it. | Finish and submit it when ready. |
| Processing | Submitted; being reviewed and/or prepared for payment. | Nothing. Light and your finance team handle this. |
| Paid | Reimbursement sent to your bank account. | Check your bank account (allow 1 to 2 business days). |
| Rejected | Finance team rejected the expense report. | Read the reason, then use the reset link to fix and resubmit. |
Draft
You started filling out an expense in Light but didn't submit it yet. Open it and click Submit for approval (web) or Submit (mobile) whenever you're ready.
Processing
Your expense report has been submitted and is moving through review and payment. Light's AI reviews it against your company's expense policies. If everything is compliant, Light approves it automatically. If something is flagged, it goes to your finance team's inbox for review. Once approved, it's included in one of your finance team's upcoming payment batches and sent to the bank account in your Light reimbursement profile.
While an expense is Processing, you'll see one of these more specific labels depending on where it is. They appear on the web app only:
| Sub-label | Where it is in the process |
|---|---|
| In review | Being checked against policy (automatically or by your finance team) |
| Approved | Passed review, not yet scheduled for payment |
| Scheduled for payment | Included in an upcoming payment batch |
| Partially paid | Some, but not all, of the reimbursement has been paid out |
Paid
Your reimbursement has been sent to your bank account. Check your bank to see the deposit (it might take 1 to 2 business days to appear depending on your bank).
Rejected
Your finance team rejected the expense report. You'll get a notification with the reason they provided and a link to reset the report. On web, click Reset expenses; on mobile, the same action is called Revert. Either way, it returns the expense to Draft so you can make corrections and resubmit.
If submitting an expense doesn't go through: Light shows an error message at the moment you submit, for example when there's a connection issue. The report keeps its existing status. Resubmit once the issue is resolved.
Checking payment details
Most details show as columns in your expense list, so you can read them without opening anything. The exact columns depend on which tab you're on:
- Processing tab: Submitted receipts (click to open the receipt PDF), Submit date, Status, To be paid
- Paid tab: Expense report (click to open the receipt PDF), Paid
- Rejected tab: Rejection date, Expense report (click to open the receipt PDF)
Clicking into an expense itself opens the receipt PDF directly, rather than a separate details page.
Getting notifications
Light notifies you in-app when your expense upload completes or fails, when your reimbursement is rejected (with the reason from your finance team), and when it's paid. If you have the Light mobile app, you'll get push notifications for the same events except upload failures, which show in-app.
A single Reimbursement updates toggle controls all of this, covering rejections, status changes, and payments together:
- Web: Profile settings → Notifications
- Mobile: Profile → Notifications
If your status seems stuck
Processing → not moving
This can happen at a few different points. If it's stuck at In review, it was likely flagged by Light's AI review and is waiting in your finance team's inbox. If it's stuck at Approved or Scheduled for payment, timing depends on when your finance team runs their payment batches. If it seems unusually slow, contact your admin.
Paid → but I don't see the money
Check your bank account, since it can take 1 to 2 business days for deposits to show up. If it's been more than 3 days, contact your admin with your payment date and amount.
Rejected
Read the reason from your finance team carefully. Common reasons include:
- Missing or unclear receipt
- Expense exceeds policy limit
- Wrong category
- Missing description or project code
Use Reset expenses (web) or Revert (mobile) to reset the report. The expense returns to Draft so you can edit and resubmit it.
Tips for faster reimbursement
- Submit receipts promptly: Fresh expenses are easier to review
- Include clear descriptions: Helps Light's AI review approve your expenses automatically
- Follow company policies: Check the policies before you submit, so your report clears review first time. See Understanding Expense Policies
- Make sure your banking info is correct: A wrong bank account could delay payment
Batch payments
Some companies process reimbursements in batches (e.g., every Friday). If your company does this, your "Processing" status in Light might last a bit longer. Your admin can tell you your company's reimbursement schedule.
If you have questions about a payment
If you have a question about a payment, or something looks off:
- Check your Light Expenses page for the payment date and amount
- Review the expense details to make sure everything matches
- Contact your admin with the expense amount and date
FAQ
How do I check my reimbursement status in Light?
Log into Light, click Expenses in the sidebar, and you'll see every submitted expense with its current status. You can also ask Light's AI assistant directly, e.g. "Was my reimbursement paid?"
What does "Processing" mean in Light?
Processing means your expense has been submitted and is somewhere between review and payment. It covers four sub-stages: In review, Approved, Scheduled for payment, and Partially paid.
Why is my reimbursement stuck in Processing?
If it's stuck at In review, Light's AI flagged it for your finance team. If it's stuck at Approved or Scheduled for payment, it's waiting on your finance team's payment batch schedule. Contact your admin if it seems unusually slow.
How long does a Light reimbursement take to reach my bank account?
Once a reimbursement shows Paid, allow 1 to 2 business days for it to appear in your bank account, depending on your bank.
What do I do if my reimbursement is rejected?
Read the rejection reason from your finance team, then use Reset expenses (web) or Revert (mobile). This returns the expense to Draft so you can correct and resubmit it.
Do I need manager approval for every expense?
No. If your expense report is compliant with your company's policy, Light's AI approves it automatically. Only flagged expenses go to your finance team for manual review.