2025.11: Payments and reimbursement

Unless mentioned otherwise, the below updates will be available starting November 11, 2025.

Onomi 360

Onomi 360 (v1.1)

Fixes

• Survey responses are now reported with the time an answer was submitted rather than the time an offline device synchronized it.
• A monthly report schedule set for a day the month does not have now runs once, on that month's last day, instead of not running at all.
• An event created from a request approved the same day now appears on the portfolio calendar immediately, rather than from the following day.

Payments and reimbursement (v1.0)

Money is the most audited part of an HCP event. Honoraria, reimbursed expenses, and hospitality all end up in transparency reports and audit files. Payments and reimbursement makes the event record the financial source of truth for that scrutiny. What was agreed, who attended, and what was spent are captured per attendee in one place. The money itself moves on your organization's payment rails. The record captures natively. Payment execution hands off to your finance stack.

New

• What the record captures. The event record holds the financial facts of a meeting per attendee. Those facts are honoraria and speaker fees as agreed, expenses as claimed, and hospitality such as meals, accommodation, and transfers as spent. Each is attributed to the individual participant. The recorded attendance state, with its show and no-show values, sits on the record beside every attributed amount. It is shown on the claim and on the Review tab, so a payment can be read against the attendance evidence behind it. Final costs and invoices land against the same record from your ERP, which stays the system of record for accounting. Finance, compliance, and audit read one financial view of the event, on the event record. It holds who attended, what was agreed, and what was spent.
• Reimbursement, routed. Attendee expense claims and reimbursement requests are captured against the event, with their supporting documents attached. They are routed to your expense and finance systems for verification and payout. There is no attendee-facing claim portal, by design. Attendees submit claims through the channels your organization already runs, and the meeting team records and routes them on the event record. Payout status lands back on the event record. A planner or a compliance reviewer sees the whole picture in one place: the claim, its evidence, its approval, and its current state. Eligibility policy, for example which cost types an HCP may claim in a given country, stays with your compliance rules. The record holds the attendee, the recorded attendance, and the approved amounts side by side with the claim itself.
• Honoraria and speaker fees. For contracted speakers, the agreed fee is captured on the event record and attributed to the individual HCP as a transfer-of-value line. It sits alongside the hospitality and travel spend the same event generated for the same person. The governance around the fee stays outside the platform. Fee agreements, the fair-market-value check behind a rate, and the authorization of the fee itself live in your contracting and compliance platforms. Payment execution runs through your ERP payment runs or your banking partners. The event record carries the fee on its cost line, with the speaker named on it. It carries the documents attached to that line, the attendance that evidences it, and the event's own approval trail. That trail authorized the meeting and the budget band it was requested in, rather than the fee.
• Card payments at registration. Some events charge attendees a registration fee. This is rare for HCP events, which are typically free of charge. Where it applies, payment collection integrates with a payment gateway at the registration step, rather than running inside the platform. The gateway takes the card payment, and the registration record reflects the outcome. If you are planning a paid event and want to discuss the gateway setup, please contact your SpotMe Account Manager.

Important: Onomi 360 does not process payments, issue cards, or hold funds. Payment processing, card issuance, the payout of an HCP expense reimbursement, and attendee self-pay execute on your payment rails: your ERP payment runs, your expense system, and your banking partners. The platform carries the record tracing every payment to an attendee, an event, and that event's approval trail.

Payments and reimbursement is enabled per organization. Please contact your SpotMe Account Manager to activate it for your meeting program. For the allocation the fee data feeds, see How to manage transfer of value on your events. For an overview and step-by-step setup, see How to manage payments, honoraria, and reimbursement on your events.

* Onomi 360 MeetingsEQ exclusive capabilities.