Approval for Expense Reports

When expense reports are submitted for approval, approvers will receive a notification. They can review the submitted expense report, approve or reject, and edit them. In this help document, you’ll learn how approvers can perform these actions.

Approve Expense Report

Once an expense report has been submitted for approval, they can review and approver or reject it.

To approve an expense report submitted to you for approval:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Expense Reports to view the reports pending your approval.
Click the expense report you want to approve.
Verify the details of the report and add comments, if necessary. The submitter will be notified about your comments, and it will be shown in the expense report.
After you’ve reviewed the report, click Approve in the top right corner. The expense report will be approved, and a notification will be sent to the submitter.
If an expense report has policy violations, you can choose to approve the expense report and add comments, or reject the expense report and ask the submitter to re-submit it after resolving the violations.

Note: Approvers can also approve an expense report that was already rejected. To approve a rejected expense report: Open the expense report in Rejected status > Click Approve in the top right corner > Confirm your action by clicking Approve in the pop-up.

Approve Expense Reports in Bulk

You can approve multiple expense reports at once. Here’s how:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Expense Reports to view the reports pending your approval.
Click the checkbox towards the left of the reports you want to approve.
Click Approve at the top of the page. All the expense reports you’ve selected will be approved, and notifications will be sent to the submitters of the expense reports.

Reject Expense Report

An approver can choose to reject an expense report if it doesn’t comply with the organization’s policies. Here’s how:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click PendingExpense Reports to view the reports pending your approval.
Click the expense report you want to reject.
Click the More icon in the top right corner and select Reject.
Provide a reason for rejecting and click Confirm.
The submitter of the expense report will receive a notification. They can then resolve the violations or the comments on their expense report and resubmit it for approval.

Note: Approvers can also reject a report that was already approved. To reject an approved expense report: Open the report in Approved status > Click Reject in the top right corner > Provide a reason for rejecting the expense report and click Confirm in the pop-up.

Reject Expense Reports in Bulk

You can reject multiple reports at once. Here’s how:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Expense Reports to view the reports pending your approval.
Click the checkbox towards the left of the expense reports you want to reject.
Click Reject at the top of the page.
Provide a reason for rejecting and click Confirm.
All the expense reports you’ve selected will be rejected, and notifications will be sent to the submitters of the expense reports.

Reject Individual Expenses

If only certain expenses in an expense report have policy violations, an approver can reject the expenses with violations and then approve the expense report.

Scenario: Brandon is an employee of Zylker. He submits an expense report for approval. One expense in the expense report includes tips provided for a meal. According to Zylker’s policy, tips for meals cannot be considered an expense. Patricia, Brandon’s manager, rejects the expense for the tips and approves the expense report.

To reject an expense in a report:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Expense Reports to view the reports pending your approval.
Click the expense report containing the expense you want to reject.
Click the More icon next to the expense you want to reject and select Reject.
Provide a reason for rejecting the expense and click Confirm.

Edit Submitted Report

An approver can update any details in the expense reports submitted to them for approval.

Note: You cannot edit Reimbursed reports.

To edit an expense report submitted for approval:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Expense Reports to view the reports pending your approval.
Click the expense report you want to edit.
Click the Edit icon in the top right corner.
Make the necessary changes and click Save. You can also update the expenses directly from the Expense Details page, without going to the Edit Expense page in reports, by using inline editing.