When someone pays for an expense with their own money, you can pay them back with a bill in Ambrook. A single bill records the expense with the right tags and repays them by ACH from your Ambrook Wallet.
How you set it up depends on who you're reimbursing:
Employees on your Ambrook account: They create their own reimbursement bills.
People outside Ambrook (family members, contractors, partners): You create the bills, or they forward their receipts to your Ambrook bill forwarding email.
Reimbursing employees on your Ambrook account
If your employee has a Staff login to your account, they can do most of the setup themselves.
Step 1: Employee sets themselves up as a vendor (one time)
Go to Settings → Contacts and click New Contact
Select Vendor
Enter your name, email, and mailing address
Click Save
Step 2: Admin requests their bank details (one time)
Go to Settings → Contacts and open the employee's contact
Under Bank Account, click Request Bank Details
Ambrook emails the employee a secure link where they add their own routing and account numbers.
Only admins can view or enter bank details on a contact. The request link lets employees add their bank details without sharing them with anyone.
Step 3: Employee submits a draft bill for each expense
Go to Bills
Click the dropdown next to +New Bill
Select Forward Bills
Copy the forwarding address shown there (e.g., yourfarm@ap.ambrook.com)
Email each receipt to that address, one receipt per email. Each email becomes a separate draft bill
Step 4: Admin reviews and pays
Go to Bills → Drafts and open the bill
Check the amount, tags, and receipt
Click Pay
Choose a Payment Method
Pick a payment schedule
ACH payments typically arrive in 1 business day.
Reimbursing several expenses at once? Go to Bills, review the draft bills and save them all as open. Then, check the box next to each bill, and click Pay. Bills to the same person on the same date by ACH are combined into a single payment. Learn more in Paying Multiple Bills at Once.
Reimbursing people outside Ambrook
For someone who isn't a team member of your Ambrook account, an admin handles the setup.
Step 1: Create a contact and request bank details (one time)
Go to Settings → Contacts, click New Contact, and select Vendor
Enter their name and email, then click Save
Under Bank Account, click Request Bank Details
They'll get a secure link to add their routing and account numbers. They don't need an Ambrook account to use it. If you already have their bank details on hand, you can manually enter the details on the contact.
No email address for them? Click Copy Link and send the link by text instead.
Step 2: Create a bill for each expense
You can do this in either of two ways.
Option A: They email you their receipts.
Go to Bills
Click the dropdown next to +New Bill
Select Forward Bills
Copy the forwarding address shown there (e.g., yourfarm@ap.ambrook.com)
Have them email each receipt to that address, one receipt per email. Each email becomes a separate draft bill
Option B: Enter the bill yourself
Go to Bills
Click +New Bill
Select them as the Vendor
Enter the amount and tags
Attach the receipt
Save the bill
Step 3: Review and pay
Go to Bills → Drafts and open the bill
Check the amount, tags, and receipt
Click Pay
Choose a Payment Method
Pick a payment schedule
FAQ
Why use a bill instead of just tagging the purchase?
A bill records the expense and the payment back to the person in one place. The expense shows up in your books once, and your Accounts Payable shows exactly what you still owe.
Can someone send several receipts in one email?
No. Each email becomes one bill, so they should send each receipt in its own email. If they send several at once, you'll need to split them into separate bills yourself.
What if someone can't add their own bank details?
An admin can enter their routing and account numbers directly on their contact under Settings → Contacts.
What if someone used the business card for a personal purchase?
Do the reverse: create an invoice to that person and send it to them. They pay it with a personal payment method.