Reimbi + Greenhouse integration: Automate candidate reimbursements for faster payments and better auditability

Reimbi's integration with Greenhouse automates candidate expense reimbursements so teams can pay interview travel and related costs faster, with fewer manual steps. Instead of exporting receipts, chasing approvals, and waiting weeks for payments, recruiters can click “Send to Reimbi” on a candidate profile and let Reimbi handle approvals, accounting codes and same‑day payment workflows. This article explains exactly what the integration does, which teams and company sizes benefit most, and practical implementation advice—plus measurable benefits you can expect once Reimbi is live inside Greenhouse.

Core capabilities of the Reimbi–Greenhouse integration

• Initiate reimbursements from Greenhouse Launch a candidate reimbursement directly from the candidate profile using a 'Send to Reimbi' button; Reimbi receives the necessary candidate and job details automatically.
• Same‑day payment rate Over 90% of candidate reimbursements are issued the same day the expense is approved, drastically reducing candidate wait time compared with manual processes.
• Quick setup Shared customers report initial setup in about 30 minutes—mapping approvers and accounting codes is designed to be fast and straightforward.
• Approver and accounting assignment Assign the approver for each report and set accounting codes during integration setup so finance has the controls they need without extra steps.
• Global coverage Reimbi supports payments across major regions (North America, EMEA, APAC, South America) and works for businesses of many sizes—from fast‑growing startups to enterprise.

How the integration works (step‑by‑step): connect Reimbi to your Greenhouse instance, verify permissions, map required fields (candidate contact, job, cost center), and define your reimbursement policy inside Reimbi. Recruiters click 'Send to Reimbi' on a candidate's Greenhouse profile to open a prefilled expense report for the candidate. After the recruiter initiates the report, the configured approver receives a notification to approve and finance receives the accounting details. Once approved, Reimbi issues payments (majority same‑day) and records transaction data for reconciliation and audit.

Manual reimbursement process vs Reimbi + Greenhouse

Who should consider this integration

• Small to mid-size teams scaling interview travel If your recruiting volume or candidate travel is increasing, automation prevents administrative backlogs and improves candidate experience.
• Enterprise recruitment teams Large organizations that need consistent finance controls, audit trails, and regional payment support benefit from mapped accounting and approver flows.
• Finance and payroll owners Teams seeking fewer manual entries, fewer reconciliation errors, and automated reporting for audits will find the integration helpful.
• HR operations and talent acquisition leaders Leaders focused on candidate experience metrics and TA efficiency can use the integration to reduce friction and recruiter time per hire.

Key measurable benefits and typical outcomes: expect faster candidate payments (most same‑day), lower administrative overhead (customers report saving hundreds of hours monthly), and tighter finance controls via preset accounting codes and approver routing. Operationally this reduces time-to-hire friction—candidates are more likely to accept offers when reimbursements are prompt and communication is clear. Beyond time savings, Reimbi creates consistent recordkeeping for audit and reconciliation, letting finance teams close expense loops without manual intervention from recruiters.

Best practices for rollout

• Define a clear reimbursement policy first Document eligible expenses, per diem rules, and thresholds so candidates and recruiters know what to expect before payments are initiated.
• Map accounting codes proactively Preconfigure cost centers and GL codes during setup to avoid rework and to enable immediate finance reconciliation.
• Designate approvers and escalation Assign approvers at the team or role level and define fallback contacts to prevent stalled approvals.
• Run pilot with high-volume recruiters Pilot with 1–2 teams for 2–4 weeks to validate flows and candidate communications before org-wide rollout.
• Communicate the change to candidates Add a short note to interview invitations explaining the reimbursement process and expected timelines.

Supported regions, company sizes and languages

Security, privacy and data flow considerations: Reimbi receives candidate contact and job metadata from Greenhouse sufficient to generate and communicate about reimbursement reports. Shared customers should review Reimbi's privacy policy and confirm data handling expectations with legal and finance. Because accounting codes and approver routing are handled in Reimbi, the finance team retains required controls and an auditable payment history for reconciliation.

Common questions about the integration

Implementation checklist (practical items before go‑live)

• Confirm reimbursement policy Ensure budget owners and legal sign off on what expenses are eligible and maximums per interview or travel type.
• Prepare finance mappings List cost center IDs, GL codes and any departmental chargebacks that need to be entered into Reimbi.
• Grant API and user permissions Provide the required Greenhouse admin permissions so the Reimbi connector can access candidate profile fields securely.
• Pilot and adjust Run a small pilot, gather stakeholder feedback, then expand usage organization-wide once validated.
• Train recruiters and hiring managers Short how‑to guides and a 20–30 minute demo session are usually sufficient to achieve adoption.

Cost and vendor considerations: the integration has no partner implementation fee listed and can reduce total operating cost by cutting recruiter administrative work and reducing payment errors. When evaluating ROI, include recruiter hours returned to sourcing and outreach, faster candidate decisions, and reduced reconciliation time for finance. Also consider operational fit: Reimbi’s audit trail and approver controls are designed to align with standard finance processes; if your company uses third‑party T&E systems, map reconciliation requirements ahead of time.

Technical integration and troubleshooting tips

Operational recommendation: use the Reimbi + Greenhouse integration to remove manual handoffs between recruiting and finance, accelerate payments, and improve candidate experience. Start with a narrow pilot, standardize policies and mappings, and scale with ongoing measurement of time saved and candidate satisfaction. If your team is automating candidate-facing processes like reimbursements, consider pairing that efficiency with AI tools for resume screening to get the full stack of time savings across TA operations.