Run reimbursements as treasurer
Set up the no-login reimbursement form, review each request with its receipts in view, and send packets to whoever writes the checks.
Turn on the portal and name a treasurer
Everything starts in Neighborhood settings, under Budgets & reimbursements. Enabling the portal mints a shareable link — plus a short nebrly.org version you can customize and print — where anyone who spent money submits their receipts without needing an account. Set the treasurer who reviews requests, and the HOA or management address that approved packets go to. The treasurer's email does double duty: requests are sent there, and whoever signs in with that address gets a Treasurer area of their own — every request and its history, the budget to look at, and nothing else of the neighborhood's. They don't have to be an organizer, and changing the address moves the access with it.
One portal serves the whole community, club events included. Clubs don't run their own — an expense tied to a club event simply charges that club's budget.
Share the link where people will look for it
The short link is built for a flyer, a text message, or an email footer. Every event's manage hub also carries a Submit reimbursement shortcut that opens the form with that event already selected, which is where most people will find it.
Signed-in neighbors get their name, email, and mailing address prefilled; everyone else fills them in and confirms by email before anything reaches you.
Review each request, then approve, send back, or decline
Each submission emails the treasurer one button — Review this request — that opens the whole request without signing in: who, what for, the check details, and every receipt at full size on a tap. The three answers are made there, with the receipts in view rather than from inside an email: approve it, decline it, or send it back for changes when it is nearly right (an unreadable receipt, a wrong amount). A send-back needs a note saying what to fix; the submitter gets it with a link, corrects the request, and resubmits, and a fresh email arrives to review. Signed in with the treasurer's email, the same work happens in the Treasurer area — a dashboard of what is waiting, what is out with submitters, what is ready for management, and the history — with each decision recorded under their name. Organizers can also decide from the Reimbursements page under Financial.
Nobody can approve their own request. Someone signed in on the requesting side is refused by the email link and sent to the console, where the decision is audited — and a treasurer who submits a request of their own needs an organizer to decide that one.
Send packets to whoever writes the checks
An approved request becomes a packet — the reimbursement form followed by all its receipts as one PDF. Batch a few together whenever suits you: one email to management, one packet per person, with you and each submitter copied. Right after you approve, the approval page offers to send everything waiting to your configured management address; to hold some back or send elsewhere, use Sends to management under Financial. If you'd rather not batch, the auto-forward setting sends each approval as it happens.
The check itself is written and mailed off-platform, so the trail here stops at sent — deliberately, since the association's own records are the authority on payment.
Keep your own spreadsheet in sync
If you track the budget in your own sheet, every approval page and every send in the console offer the request as a copy-paste row — on the web only, never in the email management receives —, and the requests list exports CSV. Choose which columns those rows carry, in your sheet's order, in the same settings section — including empty cells for columns you fill in by hand.
Amount comes through as a plain number so your sheet can sum it; there's a separate formatted column if you'd rather paste the dollar sign.
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