> For the complete documentation index, see [llms.txt](https://docs.giftcollective.nz/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.giftcollective.nz/expenses/overview.md).

# 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](/raising-money/writing-grant-applications.md#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.