In Payhawk, you can approve single expenses as well as select multiple expenses with a single click and, then, approve them in bulk.
You can also reject and remove unpaid expenses from your list of expenses as well as decline paid ones and ask for a consecutive review.
If you notice wrong expense information, you can also return the expense to the employee who submitted it and ask for updates.
Specifics
The Expense > Approve tab will be visible only if a Payhawk administrator has enabled the employees at your company to submit expenses.
You will be able to approve expenses if a Payhawk administrator has included you in the roles or people with approval rights as part of the company workflows.
Approving single expenses
To approve a single expense:
In the Payhawk web portal, go to the Expenses > Approve tab.
Select the desired expense by clicking on it.
Click on the Approve button. As a result, the expense will move under the Review tab.
Approving expenses in bulk
You can approve multiple expenses at once:
In the Payhawk web portal, go to the Expenses > Approve tab.
Select the checkboxes against the expenses you want to approve.
As a result, the dialog that loads next to the expense list shows a summary of all selected expenses.
Click on Approve.
Rejecting unpaid expenses
To reject an unpaid expense:
In the Payhawk web portal, go to Expenses.
Select the desired expense by clicking on it.
Click on its three dots menu and select Decline.
In the dialog that opens:
Click on Reject and delete.
Add the reason for rejecting the expense.
Mark the checkbox to confirm your choice.
Click on the Reject and delete button.
Rejecting paid expenses
To reject a paid expense - for example, a card payment:
In the Payhawk web portal, go to Expenses.
Select the desired expense by clicking on it.
Click on its three dots menu and select Decline.
In the dialog that opens, select the Reject option and add a note with the reason for the rejection.
Click on Reject to confirm your choice. As a result, the expense will move to the Review tab.
The reason for this behavior in the case of paid expenses is that even though the money has gone out of the account, the expense will still need to be processed respectively by the Finance team - for example, to be covered from the employee's payroll or over a bank transfer from the employee to the company bank account.
Returning expenses to employees
You can return an expense to the employee who has submitted it by rejecting and deleting it, if you are an approver, or by directly selecting the Delete option even if you are not the approver as long as you have been authorized and have the respective rights.
For accounting reasons, you can only return expenses to employees before they've been reviewed.
If you are an approver, return an expense to the employee who has submitted it in the following way:
After you've clicked on the three dots menu of the desired expense and selected the Decline option, click on Return to employee.
Add the reason for returning the expense.
Click on the Return button.
If you are not an approver but have been authorized, return an expense to the employee who has submitted it in the following way:
In the Payhawk web portal, go to the Expenses > Approve (or Review) tab.
Select the desired expense by clicking on it.
Click on its three dots menu and select Return to employee.
Add the reason for returning the expense.
Click on the Return button.
