# Overview

We process expenses weekly on a Wednesday. If you want your expenses to be paid in a particular fortnightly pay-run, please make sure you have approved them by 5pm the Tuesday preceding this.

It can take a day or two for payments to come through.

## Invoices

To have us pay a supplier or contractor directly, select `Invoice` as the expense type.

Invoices should ideally be addressed to your Collective's name. (If a billing address is needed, [use ours](https://docs.giftcollective.nz/raising-money/writing-grant-applications#organisational-details).) If an invoice is addressed to another person or entity, add a comment confirming that this other person or entity *has not* already paid the invoice. If they have, then the expense should be submitted as a reimbursement.

### Reimbursements

To have us reimburse you or someone else for an expense you've already paid, select `Reimbursement` as the expense type.

Reimbursement expenses should clearly show proof of payment. The best way of showing this is a receipt, which should be submitted with the expense as an additional attachment (*not* an additional line item), or as a photo in the comments.

If you don't have a receipt from the supplier, attach a screenshot from your internet banking as an additional file with the expense, or as a photo in the comments.


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.giftcollective.nz/expenses/overview.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.