approval

Expense Approval Workflow

The approval workflow ensures expenses are reviewed before being finalized, providing financial control and validation.

How Approval Works

When Approval is Required

Expenses may require approval based on:

  • Amount thresholds - Expenses over a specified dollar amount
  • Category rules - Certain categories always require approval
  • User roles - Specific roles require approval for all expenses
  • Expense type - Agency expenses may require approval

Approval States

StateDescriptionActions Available
DraftInitial state, not submittedEdit, delete, submit
PendingSubmitted, awaiting reviewView (for approvers)
ApprovedApproved and finalizedCannot edit (requires re-approval)
Rejected - Rejected, needs correctionResubmit after corrections

For Expense Submitters

Submitting for Approval

  1. Create expense - Fill in all required fields
  2. Attach receipt - Link receipt image if required
  3. Mark reimbursable - Check if applicable
  4. Submit - Click submit to send for approval

After Submission

  • Pending - Expense awaits reviewer action
  • Approved - Expense is finalized
  • Rejected - Review rejection reason and correct

Resubmitting Rejected Expenses

  1. Read rejection reason in notification
  2. Open rejected expense
  3. Make required corrections
  4. Resubmit for approval

For Approvers

Accessing Pending Queue

  1. Navigate to Expenses page
  2. Filter by Unapproved status
  3. Review pending expenses list
  4. Open expense to review details

Reviewing Expenses

Check the following:

  • Amount accuracy - Verify amount is correct
  • Category appropriate - Confirm category fits the expense
  • Receipt attached - Ensure receipt is linked (if required)
  • Business purpose - Confirm expense is business-related
  • Description clear - Description explains the expense

Approving Expenses

  1. Review all expense details
  2. Verify attached documentation
  3. Click Approve button
  4. (Optional) Add approval comments
  5. System records approver and timestamp

Result: Expense is finalized and available for accounting sync.

Rejecting Expenses

  1. Identify issue with the expense
  2. Click Reject button
  3. Enter rejection reason (required)
  4. Be specific about what needs correction
  5. Submitter is notified

Common Rejection Reasons:

  • Missing or unclear receipt
  • Incorrect category
  • Insufficient description
  • Amount appears incorrect
  • Not business-related

Approval Notifications

Submitter Notifications

  • Expense Approved - Confirmation when expense is approved
  • Expense Rejected - Notice with rejection reason
  • Reminder - Follow-up for draft expenses

Approver Notifications

  • Pending Approval - Daily summary of expenses awaiting review
  • Overdue Reminder - Expenses pending > 48 hours

Configuration

Setting Approval Rules

  1. Go to Agency Settings → Expense Policies
  2. Configure approval requirements:
    • Amount threshold - Require approval over $X
    • Category-based - Select categories requiring approval
    • Role-based - Choose roles needing approval
  3. Save settings

Multi-Level Approval

For organizations requiring multiple approvals:

  1. Configure approval levels in settings
  2. Set dollar thresholds for each level
  3. Assign approvers to each level
  4. System routes expenses accordingly

Example:

  • Level 1: Expenses up to $100 (Manager approval)
  • Level 2: Expenses $100-$500 (Director approval)
  • Level 3: Expenses over $500 (CFO approval)

Bulk Approval

For approving multiple expenses at once:

  1. Navigate to Expenses page
  2. Filter for Pending Approval
  3. Select expenses using checkboxes
  4. Click Bulk Approve button
  5. Confirm bulk approval

Note: Use bulk approval carefully - review each expense first.

Approval Reports

Track approval performance:

Pending Approval Report

  • Number of expenses awaiting approval
  • Average time in pending state
  • Oldest pending expenses
  • By submitter breakdown

Approval History Report

  • All approved expenses
  • Approver name and date
  • Time to approve metric
  • Rejection rate by category

Best Practices

For Submitters

  • Provide detail - Clear descriptions prevent delays
  • Attach receipts - Required documentation upfront
  • Choose categories wisely - Correct categorization prevents rejections
  • Submit promptly - Don't wait until end of month

For Approvers

  • Review daily - Process approvals regularly
  • Be consistent - Apply standards fairly
  • Provide feedback - Explain rejection reasons clearly
  • Communicate - Reach out if clarification needed

Troubleshooting

Expense Stuck in Pending

  • Check approver availability - Approver may be out of office
  • Verify notification - Ensure approver received notification
  • Contact admin - Request escalation if needed

Cannot Edit Approved Expense

  • This is expected - Approved expenses are locked
  • Unapprove first - Requires approver action
  • Create correction - Add new expense for difference

Approval Not Required

  • Check settings - Verify approval threshold configuration
  • Category rules - Some categories may bypass approval
  • User permissions - Your role may auto-approve

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