Approving Expenses

After expenses have been saved and submitted, they will need to be approved by the person you have delegated these responsibilities to. By default, the Administrator has access to approve expenses, but you can assign these permissions individually.

Quick Summary of Step-by-Step Guide: 

1. Submitting an Expense
2. Pending Expenses
3. Approving Expenses
4. Rejecting Expenses

In-Depth Step-by-Step Guide: 

1. Submitting an Expense
   There are 2 ways to submit an expense.
   First, use the Time & Expense method.
   
   
   
   Second, you can submit an expense from your timesheet by clicking the three dots and selecting Add Expense.
   
   
2. Pending Expenses
   Accounts Payable is where you can see all expenses waiting to be approved or in Pending Approval status.  On the right of the expense, you will see an icon that will show Pending Review, Ready to Pay, Print Check or On-Hold. By clicking on this icon you can view, make changes, and approve the expense. NOTE: If you don’t see an expense, go back to where you entered the expense ('Time & Expense', or your timesheet) and make sure that expense has been submitted.
   
   
3. Approving Expenses
   After an expense(s) have been reviewed, and everything looks good, click the green Approve button. To change the status, click on the arrow on the right side of the icon and choose from the drop-down menu.  You also have the option of selecting multiple expenses and click on the Action icon on the top left corner.  this will give you the same options as above. 
   
   
4. Rejecting ExpensesIf for whatever reason you need to reject the expense, check the box on the left side of each box you want to reject, click on the green Action button, and select Reject.  After you have rejected the expene, a notification will pop up on the employee's dashboard where they can view your message and make the applicable changes.  The expense is now available to make changes and resubmit.

   SUCCESS!!!

   You have successfully learned how to Approve an Expense! If you have other questions related to Expenses, see the other articles in our Everything 101 section.  Can't find what you're looking for?  Try the main knowledge base search at https://support.squava.com.  If you’re still unable to find what you're looking for, give us a call, submit a request ticket, or send us a chat message