Expense Approval

Managers and finance teams review submitted expenses and decide whether to approve or reject them.

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Approval Workflow Overview

📤 Employee Submits → 👀 Approver Reviews → ✅ Approved or ❌ Rejected → 📦 Reimbursement

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How to Review Expenses (For Approvers)

Step 1: Open Expenses

From the sidebar, click Expenses.

Step 2: Select the Expense

Click on a submitted expense to view its details.

Step 3: Review the Information

Check all the details:

• Expense title and description
• Amount and category
• Vendor information
• Attached receipts
• Location data

Step 4: Make a Decision

At the top-right corner, you'll see two buttons:

Button	Action
✅ Approve	Accept the expense
❌ Reject	Decline the expense

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How to Approve an Expense ✅

1. Click the Approve button

   

2. An approval popup appears

   

3. Add approval notes (optional)

   • Example: "Approved under client project ABC"

4. Click Approve to confirm

After Approval

• Status changes to Approved
• Employee is notified
• Reimbursement process begins

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How to Reject an Expense ❌

1. Click the Reject button

   

2. A rejection popup appears

   

3. Enter the reason for rejection (required)

   • Example: "Missing receipt" or "Amount exceeds policy limit"

4. Click Reject to confirm

After Rejection

• Status changes to Rejected
• Employee is notified with the reason
• Employee can revise and resubmit

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Tracking Expense Status

All approved and rejected expenses can be tracked in the Expenses menu.

Status Indicators

Status	Meaning
🟡 Pending	Waiting for review
✅ Approved	Accepted, processing reimbursement
❌ Rejected	Declined, see comments for reason

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Quick Reference for Approvers

Task	Steps
Review expense	Expenses → Click expense → Review details
Approve	Click Approve → Add notes (optional) → Confirm
Reject	Click Reject → Enter reason → Confirm
View all expenses	Expenses → Filter by status