When transactions meet your approval conditions, the designated approvers are notified and can take action on desktop or mobile.
On desktop
Approvers can review pending transactions in two places:
Home screen – A task card appears showing how many card transactions need approval, with a View button
Expenses > Card transactions > For approval tab – A dedicated tab showing all transactions awaiting your review
The For approval tab shows the merchant, amount, date, whose turn it is to approve, the cardholder, and the card used. You can filter by Whose turn and Cardholder to focus on the transactions relevant to you.
To approve or flag a transaction:
Click on a transaction to open its details panel
Review the transaction details, receipt, and any comments
Click Approve or Flag
You can also approve or flag transactions directly from the list using the inline buttons.
On the mobile app
When transactions need your approval, you'll see a task on your home screen. Tap it to see the full list of pending transactions.
Tap a transaction to review its details, or use Select all to act on multiple transactions at once
Tap Approve or Flag
When you're done, you'll see an "All done" confirmation screen
Flagging a transaction
If something doesn't look right (for example, if the transaction is out of policy), you can flag a transaction instead of approving it.
You have the option to add a comment explaining the issue – this alerts the cardholder and other approvers that the transaction needs attention.
Notifications
Approvers are notified when transactions need their review through:
Email – A weekly summary listing the transactions awaiting approval
Push notification – A weekly mobile alert that takes you directly to the approval screen
Home screen task – A visible task on both desktop and mobile showing the number of pending approvals
Approval statuses
Each card transaction shows one of the following approval statuses:
Pending – Waiting for one or more approvers to take action
Approved – All required approvals have been received
Flagged – An approver has flagged the transaction for review
Not needed – The transaction doesn't meet the approval conditions (e.g. below the amount threshold)
Note: for transactions still in a pending payment status (where the card authorisation hasn't cleared yet), the approval process starts once the transaction is completed.
Changing your approval decision
If you've already approved or flagged a transaction, you can reverse your decision:
To undo an approval, open the transaction and click or tap Unapprove – you'll be asked to confirm
To undo a flag, open the transaction and click or tap Unflag
Unapproving returns the transaction to a pending status so other approvers can review it again.