When the report is ready, the employee submits it and the approver decides. After approval, the report's PDF is filed with the trip's order.
Where to find it
- Employee: the report in Expenses → Expense reports.
- Approver: Approvals.
How to submit a report (employee)
- Check the bookings, card transactions and per diem.
- Add any missing receipts and details.
- Click Submit. The report goes to the approver.
How to decide on a report (approver)
- Open the report from Approvals.
- Choose one of three actions:
- Approve;
- Send back to the employee with a comment, which makes the report editable again for the employee;
- Discuss, a conversation about the report before you decide.
- If your company proposes card-paid meals to the approver, decide meal by meal: deduct or keep the allowance. When the employee asked to keep it, their reason is shown.
Good to know
- When a report is approved, its PDF is filed to the trip's order, in the Documents card.
- Card transactions marked Needs receipt or Needs details are never auto-approved. They wait for the approver until the receipt or details are added.
FAQ
What does "Discuss" do? It opens a conversation about the report without deciding yet.
The approver sent my report back. Can I still edit it? Yes. A report sent back to the employee is editable again. Fix it and submit it again.
Where is the approved report kept? Its PDF is filed in the Documents card of the trip's order, and the report stays in Expenses → Expense reports.
Related articles
- Expense reports: what they are and how they move
- Creating an expense report: after a trip, from an order or by hand
- Expense reports: who can see and file them
- Card transactions in an expense report
- Expense report PDF
- Exporting expense reports to accounting: CSV and DATEV
- Per diem in an expense report: how each day is calculated
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