Free Tool
Advance Settlement Calculator and Closing Form
Compare an advance with the accepted expenses, see what the employee refunds or the company pays, and download the closing form as a file that opens in Excel. Free, no sign-up required.
The default rows are examples. Untick any expense that was not approved; rejected expenses are not settled.
Settlement result
$110.00 of expenses accepted against a $150.00 advance; the employee will refund $40.00 to the company.
The closing form is a .csv file that opens in Excel. Rejected expenses are not settled; your company policy and payroll practice decide how a refund or payment is made (petty cash, bank transfer, payroll). Everything is calculated in your browser; nothing you enter is sent to any server.
How settlement works
An advance closes only against approved expenses
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Settlement: advance minus accepted expenses
Only approved expenses are deducted from the total of the advances issued. The employee refunds whatever is left; if expenses exceed the advance, the company pays the difference. Your company policy decides whether the refund or payment goes through petty cash, bank transfer or payroll.
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What to check before closing
Check that every expense has a document, fits the purpose of the advance and has been approved. A rejected expense is not settled. Making sure no expense is entered twice and reviewing spend dated before the advance separately reduces corrections after closing.
In Masraff's Advance Request & Reconciliation module, advance requests go through an approval flow and the advance form works together with the expense form. Approved advances are reconciled against the related expenses, and the balance is tracked in real time.
Track advances across the team in one place
In Masraff's Advance Request & Reconciliation module, advance requests go through approval, expenses are collected in the same process as the advance, and approved advances are reconciled against the related expenses. You see the open balance in real time, and you can set up different advance types, such as business advances.
Frequently asked questions
What is advance settlement?
Advance settlement is closing an amount given to an employee for work in advance against the expenses the employee documents and gets approved. Accepted expenses are deducted from the advance; the employee refunds any amount left over, and if expenses exceed the advance, the company pays the employee the difference.
How is an advance settlement calculated?
Subtract the total of accepted expenses from the total of advances issued. If the result is positive, the employee refunds it; if negative, the company pays the difference; if zero, the advance is fully closed. For example, if $110 of expenses is accepted against a $150 advance, the employee refunds $40.
What happens to rejected expenses?
Expenses that are not approved are not settled and are not deducted from the advance. In this tool, when you untick "Accepted" on a row, the row shows as "Rejected" on the form and the balance is recalculated.
Can several advances be closed on one form?
Yes. The tool adds up to five advances and compares the expenses with that total. If your company wants each advance closed separately, use the tool once per advance.
What format is the closing form, and is my data sent anywhere?
The form is a .csv file that opens in Excel and Google Sheets. It includes the advances, expense rows, accepted and rejected status, totals, the result and signature fields. The calculation and the file are created entirely in your browser; nothing you enter is sent to any server.
How can I manage advances in Masraff?
In Masraff's Advance Request & Reconciliation module, advance requests go through an approval flow and the advance form works together with the expense form. Approved advances are reconciled against the related expenses, and the balance is tracked in real time. You can also create advance subtypes under different names, such as business advances.
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