Managers can view, approve, or reject employee expenses via To Do Items or the Expense Report. Submitted expenses generate a To Do notification with options to review details and receipts. The Expense Report allows bulk actions, viewing workflows, and displays metrics and expense details, including receipts. Approvals or rejections are done using buttons. The Expense Items report lists all individual expenses with options to view details and employee info.
Expenses can be viewed/approved/rejected by either accessing To Do Items or viewing the Expense Report.
To Do Items
Once an employee has submitted an expense, an email will be sent to the manager, and the expense will show as a To-Do item.
- Navigate to My To Do Items
- Click View Expense Report to review details entered by employee
- Click View to see supporting receipts
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Click Approve/Reject
Expense Report
- Navigate to Team > Expenses > Expense Reports. This report contains the following buttons.
- Select box: Allows you to choose the single or multiple expense reports to approve, reject or delete.
- View Expense Report: This displays the expense as submitted by the employee.
- View Workflow: Allows you to see where the request is in the process.
Additional columns are available for the report by selecting Add/Remove Columns option from within the Actions (three-dot ellipsis) menu.
After selecting an expense report, the top of the report contains a metrics header that includes the number of expenses, the reimbursable and total amounts, and the current expense status. For expenses in the Submitted state, this report also contains Approve and Reject buttons at the top right, allowing you to decide without having to go to the To Do item generated.
Scrolling down below the Topline Metrics, the Expenses section displays all the items contained in the report. To view the details of the items, you may select the View Expense icon or select the checkbox next to multiple entries before choosing the View button.
When opened on a desktop app, this window includes an image of the first uploaded receipt side by side with the expense details.
Approve or Reject
Once an expense has been submitted by your employee, you are to review the expenses for accuracy and then either Approve or Reject the line items using the buttons at the top of the page.
Expense Items
To see a total of all expenses, navigate to Team > Expenses > Expense Items
For this report, rows are created for each individual records for every individual expense that has been submitted. You may select multiple items and choose View to see the details of each of them. Additional columns include links to preview the expense, include the expense on an expense report, and to view the employee information.