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Approving and declining expense requests
Approving and declining expense requests

Can I approve requests from my teammates and allow them to spend money and cover company expenses?

Boris Angelov avatar
Written by Boris Angelov
Updated this week

Depending on the defined approval chain at your company, you may be included as an approver for expense requests submitted by your team members.

Whenever an expense request you have to approve has been submitted, you'll be notified over email and a notification email will also be sent to your Inbox in Payhawk.

Notes on approving and declining expense requests

  • Based on the type of approval chain, after you approve an expense request, all relevant approvers along the approval chain of that expense type will be duly notified.

  • Once you've declined an expense request, the employee who submitted the request will be notified with a push notification on their phone and an email. They will also be able to view why you rejected the expense request.

  • Depending on the pre-defined approval workflows at your company, the approvers of split line-item expenses will simultaneously receive an expense request for the respective amount. In the expense request, approvers can see the details about the other line items and approvers.

Notes on bank transfers and purchase orders

When approving a bank transfer payment for a supplier invoice linked to a purchase order, you may get a warning message for amount discrepancies based on the two- or three-way matching done by Payhawk and based on the pre-defined discrepancy rules at your company. The content of the message, therefore, may vary.

Accessing expense requests

  • You can access an expense request from your phone or computer from the email request notification you have received.

  • Alternatively, open the Payhawk mobile app on your phone or log in to the Payhawk web portal with your browser, and access the request from your Payhawk Inbox.

Approving expense requests in the mobile app

To approve an expense request from the Payhawk mobile app:

  1. In the Payhawk mobile app, tap Inbox.

  2. Under Pending, select the desired expense request by tapping it.

  3. Tap Approve.

Declining expense requests in the mobile app

To decline an expense request from the Payhawk mobile app:

  1. In the Payhawk mobile app, go to Inbox.

  2. Select the desired expense request by tapping it.

  3. Tap Decline. As a result, the Decline this request screen opens. Now, you have to select whether to return the expense for the requester to update, or reject and delete the expense altogether.

    To return the expense request for the employee to update and re-submit:

    1. Tap the Return to employee option.

    2. Under Note, enter the reason for declining with the additional details the employee is required to provide.

    3. Click on the Return button to confirm.

    To reject and delete the expense request:

    1. Select the Reject and delete option.

    2. In the dialog that opens, under Note, enter the reason for your rejection.

    3. Check the checkbox for confirmation.

    4. Tap the Reject button to reject and delete the unpaid expense.

Approving expense requests in the browser

To approve an expense requests from the Payhawk web portal:

  1. In the Payhawk web portal, go to Inbox.

  2. Select the desired expense request by clicking on it.

  3. Click on Approve. As a result, the accountants will be able to process the expense on their part.

Declining expense requests in the browser

To decline an expense request from the Payhawk web portal:

  1. In the Payhawk web portal, go to Inbox.

  2. Select the desired expense request by clicking on it.

  3. Click on Decline. As a result, the Decline this request screen opens. Now, you have to select whether to return the expense for the requester to update, or reject and delete the expense altogether.

    To return the expense request for the employee to update and re-submit:

    1. Click on the Return to employee option.

    2. Under Note, enter the reason for declining with the additional details the employee is required to provide.

    3. Click on the Return button to confirm.

    To reject and delete the expense request:

    1. Select the Reject option.

    2. Under Note, enter the reason for your decision.

    3. Check the checkbox for confirmation.

    4. Click on the Reject button to confirm.

  • When you reject a request for a card expense, this will not delete the expense but will display the reason for the accountant to see.

  • When you reject a request for other types of expenses, this action will altogether remove the expense unless it's been paid without an approval.

Useful resources

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