Approve, return or reject a claim

Submitted claims wait for the approver your policy names: a manager, the owner, or a manager and then the owner. The Approvals page lists what waits for you.

Before you start

• You need the right Approve expense claims. Claims outside the policy, and the owner's step, need the owner.

Steps

1. Open Expenses → Approvals. To decide lists the claims waiting for you with the person, total, step and how many days they have waited.
2. Select a claim to open it.
3. Check each line, its receipt photo and the Policy check.
4. Under Your decision, type a Note to the person if you want to explain.
5. Select Approve, Return to the person or Reject.

Good to know

• Returning or rejecting needs a note. A returned claim goes back to the person to correct and submit again. A rejected claim is final.
• Nobody approves their own claim, except the owner. In a two-step policy the same person never approves both steps. When the owner approves a manager's step, the owner's step is done too.
• A claim marked Outside policy (over a limit, older than the cut-off) is decided by the owner.
• Claims you return or reject free their receipts, so the same receipt can be claimed again correctly.
• When the last step approves a claim, it is booked:
  • with Books, a journal debits each line's expense account and the recoverable input VAT, and credits Claims owed to the team; company-card lines credit the company card account instead;
  • without Books, each line goes to the simple Expenses page under its category.
• The owner gets an alert when a claim waits longer than the days set in the settings, and when a claim is submitted outside the policy.
• Expense claims with Everyone's claims and the report view show spend by category, person, branch and month, outstanding claims, policy breaches and VAT recoverable, with Download CSV and Download Excel.
• Next: pay back an approved claim.