Sync reimbursements and mark as paid externally

The Spend API enables you to retrieve employee reimbursement reports from Airwallex, sync them to your ERP or payroll system, and mark them as paid when payment occurs outside Airwallex. This keeps records accurate across systems without requiring all payments to flow through Airwallex.

Target audience

This use case applies to:

• Organizations that process employee reimbursements through external payroll or payment systems.
• Finance teams that need to sync approved reimbursement data to their ERP before releasing payment.
• Developers building integrations between Airwallex Spend and external payment platforms.

Systems involved

• Airwallex Spend: Source of approved reimbursement reports, including receipts, expense details, and accounting coding.
• Your payroll or payment system: Processes the actual reimbursement payment to the employee.
• Your ERP or accounting system: Receives synced data for reconciliation and general ledger entries.

Expected outcome

After integration, your system automatically:

• Retrieves approved reimbursement reports that have not yet been synced.
• Ingests reimbursement details, including attachments, line items, and accounting field selections.
• Marks reimbursements as synced in Airwallex after ingestion.
• Marks reimbursements as paid in Airwallex after the external payment system completes the disbursement.

Integration flow

The typical integration follows this sequence:

1. Retrieve reports not yet synced: Call the List reimbursement reports endpoint API filtered by sync_status=NOT_SYNCED, or subscribe to Spend webhooks for real-time notifications. You can also use from_updated_at and to_updated_at query parameters to filter by update time.
2. Retrieve details: For each report, call the Get reimbursement report by ID API endpoint to capture the full expense breakdown, attachments, and accounting data.
3. Sync to your system: Transform and persist the data in your ERP or payroll system.
4. Mark as synced: Call the Sync reimbursement report API endpoint to update the reimbursement's sync_status to SYNCED.
5. Process payment: Trigger the reimbursement payment in your external payroll or payment system.
6. Mark as paid: After payment is complete, call the mark-as-paid API endpoint so Airwallex reflects that the employee has been reimbursed.

See also

To implement this use case, refer to:

• How-to guides:
  • Reimbursements via API
  • Set up Spend webhooks