How partial reimbursements are recorded

You do not have to reimburse an expense all at once, or at all. A $1,240 dental bill can come back to you as $600 this year and $240 four years from now, with $400 still outstanding after that.

The ledger only appends

Recording a reimbursement adds a line. It does not edit the expense underneath, and it does not remove anything. Each line keeps its own date and amount, so the history reads the same way in twenty years as it did the day you entered it.

That matters because the question you will eventually have to answer is not “what is the balance” but “what did you know, and when”. An append-only record answers it. A running total that has been edited in place does not.

Remaining capacity

Each expense carries three numbers: the amount you paid, the total reimbursed so far, and what is left. HSA Proof will not let you record more than the remaining amount, and says so with the number:

That’s more than the $182.40 remaining on this expense.

The Home screen shows the sum of every remaining amount across every expense. That single figure is what the product exists to keep honest.

Your custodian moves the money

Your custodian moves the money. You request a distribution from them, and then record it here so the paperwork matches. HSA Proof has no connection to your custodian and no ability to move funds.

Keep the custodian’s distribution record with the expense. That pair, the original receipt and the record of the distribution that reimbursed it, is what makes a reimbursement defensible years later.

Corrections

If you record something wrong, the correction is a new entry rather than a rewrite. The audit trail keeps both, which is the point: a record you can silently change is not proof of anything.