When reimbursement requests meet your approval conditions, the designated approvers are notified and can take action on desktop or mobile.
On desktop
Approvers can review pending reimbursement requests in two places:
Home screen – A task card appears showing how many reimbursement requests need approval, with a View button
Expenses > Reimbursements > For approval tab – A dedicated tab showing all reimbursement requests awaiting your review
The For approval tab shows the employee, amount, merchant, and whose turn it is to approve. You can filter by Whose turn and Employee to focus on the requests relevant to you.
To approve or flag a reimbursement request:
Click on a reimbursement request to open its details panel
Review the request details, receipt, and any comments
Click Approve or Flag
You can also approve or flag reimbursement requests directly from the list using the inline buttons.
On the mobile app
When reimbursement requests need your approval, you'll see a task on your home screen. Tap it to see the full list of pending reimbursement requests.
Tap a reimbursement request to review its details, or use Select all to act on multiple requests at once
Tap Approve or Flag
When you're done, you'll see an All done confirmation screen.
Rejecting a reimbursement request
If something doesn't look right (for example, if the request is out of policy), you can reject it instead of approving it. You can add a comment explaining the reason — the employee and any other approvers will be notified of the rejection and your comment.
Notifications
Approvers are notified when reimbursement requests need their review through:
Email – A weekly summary listing the requests 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
Changing your approval decision
If you've already approved or rejected a reimbursement request, you can reverse your decision:
To undo an approval, open the reimbursement request and click or tap Unapprove – you'll be asked to confirm.
To undo a flag, open the reimbursement request and click or tap Unreject.
Unapproving returns the reimbursement request to Pending approval so other approvers can review it again.
Skip approvals
If the reimbursement request is urgent but approvers in the approval chain are unable to review it, any Admin can skip approvals.
Open the reimbursement request, click the three dots and select Skip approvals.
The approval status will move to Skipped, and the request will move to Pending payment, allowing it to be paid out and published to your accounting software.
What happens after approval
Approved claims move to Pending payment status in the Reimbursements section. The request will appear in Bills within the Pay section, where you can pay out all reimbursement claims in a batch.
It'll also appear as a document in your Inbox for review of accounting details and publishing to your accounting software.