We know that our External Expense feature makes it easier than ever for you to access and purchase resources outside of our platform. We also understand that you might have some questions about how it works, what’s included, and how to get the most out of it—so we’ve put together this guide to help you navigate it with ease.
Important note: Our External Expense feature is intended only as a tracking tool for users who spend their budget outside of Learnerbly. It does not handle fulfillment, payments, refunds, or budget adjustments. Any actual payments or reimbursements must be handled separately by your organization.
Will Learnerbly purchase my external expense request?
You will need to purchase the request on your end, following the process set by your organization. Unfortunately, we do not have details on your organization’s internal procedures for reimbursement or how they will ask you to submit payment for an external expense request. We strongly recommend consulting with your admins for guidance on how to proceed.
I accidentally marked the request as “Expensed,” even though I haven’t purchased the resource yet. What should I do?
If the cost of the resource matches the value of your request at checkout, you can leave it marked as “Expensed” and proceed with purchasing the resource. However, if the total price of the resource is lower or higher than the value of your original request, you’ll need to contact your organization’s admins so they can adjust your learning budget accordingly, either by deducting the difference or topping it up.
I accidentally marked the request as “Expensed,” even though I ended up paying more than the original amount of my request. What should I do?
It’s not possible to modify the amount of your request once it’s marked as “Expensed.” However, this can be resolved by topping up the difference in your learning budget. You’ll need to contact your organization’s admins directly, as they are responsible for updating your learning budget and covering any difference paid for the resource outside the platform.
I paid more/less than the actual price of my request. Could you please refund the difference?
If the actual amount paid is lower or higher than the value of your original request, you’ll need to contact your organization’s admins so they can adjust your learning budget accordingly, either by deducting the difference or topping it up your learning budget.
I’ve changed my mind and would like to cancel my request. What’s the next step?
If you haven’t purchased the resource and haven’t marked the request as “Expensed,” we can assist you in canceling it, and the amount will be automatically refunded to your account. However, if you’ve already purchased the resource and marked it as “Expensed,” you’ll need to contact your organization’s admins to process the refund.
The provider has a different process for payment. Is it possible to handle this through the External Expense feature?
Regardless of the payment method or how the provider processes it, you will ultimately be responsible for paying for the resource yourself. Please ensure you have enough learning budget to cover the cost of the resource and that your request has been approved by your organization.
How can I send receipt of my purchase?
Our External Expense feature does not include an option to upload receipts. You may need to reach out to your organization’s admins to confirm how they would like you to provide proof of purchase. Unfortunately, we don’t have visibility into your organization’s internal reimbursement process or how they handle payment submissions for external expense requests. We strongly recommend consulting your admins directly for guidance on the next steps.
I haven’t received any email confirmation for my request submitted via External Expense. Could you please help me with this?
Since you purchased the resource outside of the platform, we don’t have visibility into the transaction details. You should have received a confirmation email or notification in your work email, or in your personal email if that’s what you used for the purchase. We recommend checking all your inboxes (including spam/junk folders). If you’re still unable to find it, please reach out directly to the provider for further assistance.