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.
When returning an expense to the employee or rejecting and deleting it, the reason for the action you pointed out will be logged as a comment and can be viewed from the Activity > Comments tab.
The return-to-employee or reject-and-delete action will also be logged as an activity and can be viewed from the Activity > Workflow tab.
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 Approve. 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.
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:
To return an expense to the employee:
In the Payhawk web portal, go to Expenses.
Select the desired expense.
Click on its three-dot menu and select Decline.
In the dialog that opens, select Return to employee.
Under Note, enter the reason for declining with the additional details the employee needs to provide.
Click on Return.
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.
Click on its three-dot menu and select Return to employee.
Under Note, enter the reason for returning the expense with the additional details the employee needs to provide.
Click on Return.
Rejecting and deleting unpaid expenses
To reject an unpaid expense:
In the Payhawk web portal, go to Expenses.
Select the desired expense.
Click on its three-dot menu and select Decline.
In the dialog that opens, click on Reject and delete.
Under Note, enter the reason for rejecting the expense.
Select the checkbox to confirm your choice.
Click on Reject and delete.
Rejecting and deleting paid expenses
To reject a paid expense, for example, a card payment:
In the Payhawk web portal, go to Expenses.
Select the desired expense.
Click on its three-dot menu and select Decline.
In the dialog that opens, select the Reject option.
Under Note, enter the reason for rejecting the expense.
Click on Reject. As a result, the expense will move to the Review tab.
The reason for returning the rejected paid expense to the Review tab 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.
