Guide account

The Guide account is the guide-facing record of season earnings, advances, field expenses, and payouts. Open Profile, then Account. The account is created automatically after an accepted invitation is connected to a guide or assistant profile; guides do not create or edit the account themselves.

Read the account summary

Start at the top of Account and confirm that the season and role belong to you.

An expense can appear in Expenses without changing Current balance. The app presents expenses separately so they can be reviewed without being mistaken for earnings, advances, or payouts.

If Account says that no payment account is linked, confirm that the invitation was accepted with the correct user and that the user has a guide or assistant profile. If the account still does not load, contact Operations; there is no manual account-creation action in the app.

Review account movements

Open Account movements before submitting a correction or asking about a balance. Movements are ordered by effective date and show the movement type, original amount and currency, date, and note.

The ledger can include:

• Opening balance — the starting position carried into the account.
• Earning accrual — compensation earned and posted to the season.
• Daily advance or Borrow disbursement — money advanced before final settlement.
• Expense entry — a field cost submitted by the guide or posted from an operating workflow.
• Payroll payment — an amount paid out through payroll.
• Manual adjustment — an Operations-entered correction with its own reason.
• Reversal — a movement that reverses a prior posting without deleting its history.

Match the amount, currency, date, and note to the real event. If a movement is unfamiliar, share those details with Operations. Do not submit a second expense or a compensating amount to make the total look right; corrections must preserve the ledger trail.

Request a personal advance

Use Request personal advance when you need to borrow USD from the organization. This replaces the retired operating-fund request; it is a personal loan that must be repaid or offset later.

1. From Account, open Request personal advance.
2. Enter the amount in USD and explain the real reason for the request.
3. Submit once and wait for the confirmation.
4. Return to Account. A pending request card appears only while the request is Requested.
5. Use the badge on Request personal advance to return to the advance screen and review request history and the latest status.

Submitting the request notifies Finance in SettleWise, but it does not create an account movement, change the balance, or create guide debt. Finance reviews the request and either funds or rejects it.

• If Finance funds it, the USD payment and guide debt are recorded. The debt remains separate from earnings, expenses, and reimbursements.
• If Finance rejects it, the status changes without creating a payment or financial movement.
• After either decision, the pending card disappears from the Account summary. The request remains available from the advance screen.

Submit a field expense

Use Submit expense for a real reimbursable field cost that has already occurred. The action only appears when your mobile role has permission to submit expenses.

1. From Account, open Submit expense.
2. Optionally choose Take photo or Choose photo to scan a receipt.
3. Wait for the receipt reader to suggest the amount, currency, date, and vendor context.
4. Review every suggested value. Receipt reading assists data entry; it does not approve the expense.
5. Enter the original Amount and three-letter Currency.
6. For a non-USD expense, enter the corresponding USD amount used to normalize the ledger entry.
7. Confirm Date in YYYY-MM-DD format.
8. Add a useful Note, such as the supplier, receipt number, access, or reason for the cost.
9. Select Submit expense once and wait for the app to return to Account.
10. Open Account movements and confirm the new Expense entry, original currency, date, amount, and note.

The receipt scan populates the form; the reviewed form values are what create the account movement. A successful submission records the expense immediately in the guide account—it does not by itself mean that Operations has reviewed it or that reimbursement has been paid.

If expense submission fails

• Keep the form open and correct any amount, USD amount, currency, or date validation message.
• If receipt reading fails, enter the fields manually; receipt reading and expense submission are separate actions.
• If camera or photo-library access is denied, grant the permission in the device settings or continue with manual entry.
• If the final submission fails, confirm connectivity before trying again.
• If the app returned to Account, check Account movements before resubmitting. The first request may already have succeeded.

Mobile does not edit or delete a posted expense. For an incorrect entry, give Operations the movement date, amount, currency, and note so they can review the source and post the appropriate adjustment or reversal.

Close the account loop

A Guide account action is complete only when the operational event and the ledger agree.

1. Confirm that the personal expense was submitted only once.
2. Verify the resulting expense and reimbursement status in Account.
3. Reconcile open advances before relying on Payroll ready.
4. Confirm that paid-at-access activity was recorded through the correct access workflow.
5. Escalate an incorrect movement to Operations instead of creating an offsetting entry.
6. Recheck Account after Finance posts a reimbursement, payment, adjustment, or reversal.

The Guide account provides visibility into the record. Finance and Operations own advance decisions, expense review, reimbursement, payroll posting, and ledger corrections. Operating-fund requests are not part of the current product flow; use the USD personal-advance flow instead.

Next: use Assistant and settings.