As an approver, you can complete various actions—like view, share or add an approver—for expense reports assigned to you for approval. The actions covered in this article can be completed for submitted reports., Some actions may not be available for approved or closed reports.
To access your team’s expense reports, select the Expense reports tab in the left side panel. Then, select the Your team’s reports page.
All the reports that have been submitted to you for approval will be listed in the Approval needed tab.
Select a report in the list to go to the View report page, where you can complete actions related to the report.
View
The most basic action is to view an expense that was submitted in the report. To look closely at an expense’s details, select the expense from the list. The View expense pop-up will show all the expense’s details, like amount, purpose, and receipt.
Approve
To approve the report on the View report page, select the Approve button.
In the Approve report pop-up, select the Approve button to confirm your approval.
The status of the expense report will change to approved. On the Your team’s reports page, the expense report will move from the Approval needed tab to the All tab.
For more detailed instructions, view the Approve your team’s expense reports help article.
Send back
You can send back an expense report to the spender if any changes should be made to the report. Select the three dots icon near the Approve button, then select the Send back button in the drop-down list.
In the Send report back pop-up, enter the reason for sending the report back. This reason is shared with spenders and allows them to make the appropriate corrections. Select the Send back button to proceed.
Spenders can view the reason and make the necessary changes, then resubmit the expense report for approval.
For more detailed instructions, view the Send back expense reports as an approver help article.
Share
You can share the report with another employee by email. Select the three dots icon, then select the Share button in the drop-down list.
In the Share this expense report via email pop-up, enter the email of the employee you’d like to share the report with. You can share the report with or without receipts.
Select the Share expense report button to finish.
The report will be shared by email within a few minutes.
Add approver
To add an additional approver to the report, select the three dots icon. Then, select the Add approver button in the drop-down list.
In the Add approver pop-up, select the approver you’d like to add and enter your reason for adding an additional approver to the report. Select the Add approver button to add the approver.
Note: The additional approver will be added only for that particular report. Other reports submitted by the same spender will not have the additional approver.
Download
You can download the report as a PDF, Excel or CSV file. Select the three dots icon, then the Download button in the drop-down list.
The download will instantly begin, and save directly to your computer.
Edit
You can edit details for expenses submitted in reports assigned to you for approval.. Expenses can be edited in submitted and approved reports, but expenses in closed reports can’t be modified.
Select the expense you’d like to edit from the list. In the View expense pop-up, select the Edit button on the bottom right.
Note: If you are editing main expense fields, like amount, you will be asked to provide a reason for the change.
Once you’ve made the edits, select the Save button.
The expense will be saved with your changes applied.
For detailed instructions, view the Edit expense details as an approver help article.
Comment
You can comment on a specific expense or the entire expense report. For full instructions, view the Add comments to expenses and reports help article.
If you need further assistance with compiling actions on your team’s expense reports, contact our support team at support@capitalone-fylehq.com.