Authorize or deny expense reports

🔔 How do you know something is waiting?

When a user submits an expense report, you get a notification in the app. The expense report ends up under To Do > To review.

👉 Applies to: you who approve expense reports in the Expense app.

🔍 Step 1 – Open the expense report

1. Open the Expense app. Under To Do, choose To review.
2. Choose the expense report.

🧾 Step 2 – Review the content

💡 Is the account, VAT or representation wrong? You can correct it yourself before you authorize. Read Adjust an accounted transaction as an approver.

✅ Step 3a – Authorize

1. Scroll to the bottom of the expense report.
2. Tap Authorize.

✅ The expense report moves on to the finance department for bookkeeping, payroll and payout.

❌ Step 3b – Deny

1. Tap Deny.
2. Write a comment about why it is denied, for example a missing receipt, a wrong amount or incomplete travel details.

💡 The comment is optional, but always write one. Otherwise the user doesn't know what to correct.

👉 You always deny the whole expense report, not a single transaction.

✅ The expense report goes back to the user with your comment. When the user has corrected it and submitted it again, it comes back to the auditor or approver, depending on the approval flow.

👀 Common errors to look out for

• 📷 The receipt is missing
• 💰 The amount doesn't match the receipt
• 📊 Wrong account or VAT
• 🍽️ Representation without participants or purpose
• ⚠️ A duplicate warning on a transaction
• 🚗 An unreasonable distance
• ✈️ The wrong date for the trip

❓ Frequently asked questions (FAQ)

Can I approve in the app?
Yes, you can do the whole approval in the Expense app.

Should I adjust or deny?
Adjust when you can correct the account, VAT or representation yourself. Deny when the user needs to add something, for example a receipt.

Can I deny just one transaction?
No, you deny the whole expense report. Write in the comment which transaction needs to be corrected.

Can I make changes after I have authorized?
No. After authorization, an administrator can make changes.

I don't get any notifications. What do I do?
Check that push notifications are turned on. Read Push notifications in the Expense app.

✅ Summary

• 🔔 New expense reports end up under To Do > To review
• 🧾 Review receipts, travel and mileage allowance
• ✅ Authorize when everything is correct
• ❌ Deny with a clear comment when something is missing

🔗 Related articles

• • Adjust an accounted transaction as an approver
  • View history and status as an approver
  • Push notifications in the Expense app
  • Duplicate warning when you register