Submitted
The amount claimed, with the submission date and the funder’s reference.
Three numbers, not one
What “outstanding” actually means.
Approved
The amount the funder approved, when it is recorded — it can be lower than what was submitted.
Paid
Each payment as it arrives, with its date and reference.
Outstanding = the approved amount (or the submitted amount when no approval is recorded) − the payments recorded.
Partial payments and corrections
Real payments are messy. The record should not be.
- Partial payments reduce outstanding as each one is recorded.
- A payment entered in error is voided with a reason — it stays visible, it is never deleted.
- Payments above the claim are flagged with a reason.
- Closed short: when the funder pays less and nothing more is expected, the reimbursement is closed with a written reason.
Aging and follow-up
Know which reimbursements need a phone call.
Outstanding reimbursements are aged from their recorded submission date — 0–30, 31–60, 61–90 and over 90 days. A reimbursement submitted more than 60 days ago with money still outstanding is listed for follow-up. That 60-day point is Prove It’s own reminder, not a funder deadline.
Advances and recoupments
An advance is money owed back in kind.
Some contracts pay an advance that the funder recovers from later reimbursements. Prove It records each advance per contract and each recoupment against it, and shows what remains to be recouped — beside the reimbursements, never mixed into spending.
Older and incomplete records
Gaps are shown, never counted.
A voucher marked Paid before payments were tracked, with no payment amount, is listed as a gap — it is not counted as paid. A voucher marked Submitted without a submission amount is listed with its filed amount for context and is not counted as outstanding. Adding the missing details closes the gap.
Receivables are not spending
Collections and costs are separate questions.
Receipt of cash does not change what was spent, and it does not change the spending forecast. Budget vs actual and spenddown forecasting are built from recorded expenses; receivables are built from submissions and payments. Prove It reads no bank account or funder portal — your team records what was submitted, approved and paid, and nothing is marked automatically.
Related: the reimbursement lifecycle · funder voucher software · federal grants · funders such as NYC DYCD, HHS Head Start and HUD Continuum of Care.
See what your funders actually owe.
Record one contract’s submitted reimbursements and payments, and see outstanding by age — with every figure traceable to a record.
Questions
Common questions
Does Prove It connect to our bank or the funder’s payment system?
No. Payments are recorded by your staff from the remittance or deposit. Nothing is marked paid automatically.
How is outstanding calculated?
Approved amount (or submitted amount when no approval is recorded) less the payments recorded, for each reimbursement — and the organization total is the sum of those.
What happens to a reimbursement the funder returned?
It is not outstanding. It goes back for rework, and the resubmission is tracked as its own submission.
Are advances counted as spending?
No. Advances and recoupments are tracked per contract as receivables context, separate from recorded expenses and the forecast.