Approving & Rejecting Expenses

Learn how to properly review, approve, and reject expense submissions from your team.

Approving an Expense

Quick Approve

For straightforward expenses:

1. Find the item in your Approval Queue
2. Click the Approve button
3. Confirm the approval
4. Done!

Approve with Comment

To add a note with your approval:

1. Click the item to open details
2. Click Approve
3. Add an optional comment
4. Click Confirm Approval

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Rejecting an Expense

When an expense has issues:

1. Click the item to open details
2. Click Reject
3. Select a reason (required)
4. Add a detailed explanation
5. Click Confirm Rejection

Rejection Reasons

Reason	When to Use
Missing receipt	No receipt attached
Incomplete receipt	Receipt cut off or unreadable
Policy violation	Exceeds limits or blocked category
Wrong category	Incorrect expense type selected
Needs clarification	Need more information
Duplicate	Already submitted or paid
Personal expense	Not a business expense
Other	Custom reason

Writing Good Rejection Comments

Help employees fix issues quickly:

Good Comment

"The hotel receipt is missing. Please attach the itemized folio showing room charges and taxes."

Poor Comment

"Missing receipt"

What to Check Before Approving

Receipts

• [ ] Receipt is attached
• [ ] Receipt is legible
• [ ] Amount matches receipt
• [ ] Date matches receipt
• [ ] Receipt shows merchant name

Details

• [ ] Category is correct
• [ ] Amount is reasonable
• [ ] Business purpose is clear
• [ ] Complies with company policy

Policy Compliance

• [ ] Under category limits
• [ ] Not on blocked vendor list
• [ ] Within daily/monthly limits
• [ ] Appropriate expense type

Policy Violations

If an expense violates policy:

1. Auto-flagged - System marks policy violations
2. Review carefully - Check if exception is warranted
3. Approve anyway - If justified (add comment why)
4. Reject - If not acceptable

Flagged Items

Items flagged for policy violations show a icon. Review these carefully.

Viewing Receipts

To check attached receipts:

1. Click the expense to open details
2. Click the receipt thumbnail
3. View full-size in lightbox
4. Zoom and scroll as needed
5. Click outside to close

Multiple Receipts

For expenses with multiple receipts:

1. Navigate between receipts with arrows
2. Each receipt is numbered
3. Download all as a ZIP if needed

Batch Approval

For efficiency with multiple similar items:

1. Use filters to group similar expenses
2. Select multiple items with checkboxes
3. Click Approve Selected
4. Add optional batch comment
5. Confirm

Best Practice

Review each item individually before batch approving. Look for amounts, categories, and attached receipts.

Request More Information

Instead of rejecting, you can request clarification:

1. Open the expense
2. Click Request Info
3. Type your question
4. Employee receives notification
5. They respond in the expense notes
6. You get notified when they reply

Approval Timeline

Each expense tracks its approval history:

📤 Submitted by John Smith
   Dec 15, 2025 at 2:30 PM

👁️ Viewed by Sarah Manager
   Dec 16, 2025 at 9:15 AM

❓ Info requested by Sarah Manager
   "What was the business purpose of this dinner?"
   Dec 16, 2025 at 9:20 AM

💬 Response from John Smith
   "Client dinner with ABC Corp to discuss Q1 contract"
   Dec 16, 2025 at 10:45 AM

✅ Approved by Sarah Manager
   Dec 16, 2025 at 11:00 AM

After You Approve

Once approved:

1. Employee is notified
2. Item moves to next approval level (if multi-level)
3. Or goes to Finance for payout processing
4. You can see it in "Recently Approved" filter

After You Reject

Once rejected:

1. Employee is notified with your reason
2. Status changes to "Rejected"
3. Employee can edit and resubmit
4. You'll see the resubmission in your queue

Undo an Approval

Cannot Undo

Approvals cannot be undone once confirmed. If you made an error, contact your Finance team or Admin.

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