Approve Reports

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

Approve a Report

To approve a report submitted to you for approval:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Reports to view the reports pending your approval.
Click the 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 report.
After you’ve reviewed the report, click Approve in the top right corner. The report will be approved, and a notification will be sent to the submitter.

If a report has policy violations, you can choose to approve the report and add comments, or reject the report and ask the submitter to re-submit it after resolving the violations.

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

Approve Reports in Bulk

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

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending 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 reports you’ve selected will be approved, and notifications will be sent to the submitters of the reports.

Reject a Report

An approver can choose to reject a 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 Pending Reports to view the reports pending your approval.
Click the report you want to reject.
Click the More icon in the top right corner and select Reject.
Provide a reason for rejecting the report and click Confirm.

The submitter of the report will receive a notification. They can then resolve the violations or the comments on their report and resubmit it for approval.

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

Reject 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 Reports to view the reports pending your approval.
Click the checkbox towards the left of the reports you want to reject.
Click Reject at the top of the page.
Provide a reason for rejecting the report and click Confirm.

All the reports you’ve selected will be rejected, and notifications will be sent to the submitters of the reports.

Reject Individual Expenses in a Submitted Report

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

Scenario: Brandon is an employee of Zylker. He submits a report for approval. One expense in the 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 report.

To reject an expense in a report:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Reports to view the reports pending your approval.
Click the 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.

Update Details in a Submitted Report

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

Note: You cannot edit Reimbursed reports.

To edit a report submitted for approval:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Reports to view the reports pending your approval.
Click the report you want to edit.
Click the Edit icon in the top right corner.
Make the necessary changes and click Save.

To edit an expense in the report submitted for approval:

Go to Approvals on the left sidebar.
In the Pending Approvals tab, click Pending Reports to view the reports pending your approval.
Click the report containing the expense you want to edit.
Click the expense you want to edit.
Click the Edit icon in the top right corner.
Provide a reason for editing the expense 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. Learn more about Inline Editing.