XBuddy
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Request to payment

Advances and reimbursements in one tidy flow

Employees submit advance and expense requests from their phone; multi-level approval, finance pays and posts — no paper going in circles.

  • Submit from your phone
  • Transparent multi-level approval
  • Payment comes with the entry
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Advances and reimbursements in one tidy flow

Before and after

What changes on XBuddy

Today

  • Paper forms passed desk to desk
  • No idea where a request is stuck
  • Finance re-enters amounts
  • Advances never settled

With XBuddy

  • Digital requests with attachments
  • Every approval step visible
  • Approved means queued to pay, no re-keying
  • Advances booked and tracked until settled

The flow

4 steps, one continuous record

  1. 1

    Submit

    Advance, payment or expense requests with receipts.

    Employee Service →
    Submit — Employee Service
  2. 2

    Multi-level approval

    Chain per request type; can be returned for more info.

    Requests & Approvals →
    Multi-level approval — Requests & Approvals
  3. 3

    Pay

    Approved requests enter the payment queue and gate.

    Finance →
    Pay — Finance
  4. 4

    Post

    Advance and expense entries generated automatically.

    Accounting →
    Post — Accounting

Handled out of the box

Hard questions XBuddy already answers

Missing receipts — send it back?Approvers return it with a reason; the employee fixes and resubmits, history kept.See the how-to →Travel advance, then settlement?Advances post to the advance account; actual expenses offset it and the difference is paid or collected.See the how-to →Approved but not yet paid?Money requests wait in the payment queue and close only when paid.See the how-to →A different chain for each request type?Chains are pinned per request type and configured without code.See the how-to →

What’s inside

Apps and AI assistants involved

Employee ServiceSelf-service: leave, payslips, requests and approvals.Requests & ApprovalsEvery request and every pending approval in one inbox.FinanceInvoices, expenses and purchase orders.AccountingJournal entries, general ledger and reconciliation.AI assistantApprovals StewardMonitors approval queues, enforces SLA, analyzes rejections, and routes escalations to available approvers.AI assistantExpense AssistantProcess-aware agent tracking expense lifecycle and proposing timely approval or escalation actions.

FAQ

Frequently asked

Approve on mobile?

Yes, with push notifications.

Authentication when signing approvals?

OTP or passkey can be required.

Custom request types?

Yes, and you choose whether they involve money.

See this flow on your own data

A thirty-minute demo focused on the process you are actually stuck on.

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