Approve several expenses at once

When the week’s expenses are in, you don’t have to open each one. Tick them on the Expenses list and approve them in one go. Each one is approved and posted to your books exactly as it would be on its own. You can reject a batch the same way, with one comment that goes to everyone.

Who can do this

Owners, and Staff whose Team has See everyone’s expenses plus Approve expense (to approve) or Reject expense (to reject). Without Approve expense, the tick boxes don’t show. Staff can’t tick their own expenses; Owners can. The Approvals module must be on in Settings › Modules.

Approve a batch

1. Show what’s waiting — Go to Expenses and press the Waiting for approval card. The list shows only expenses waiting for approval.

2. Tick the expenses — Tick each expense you want to approve. A bar shows how many you’ve selected and their total, for example “3 selected · $412.50”, with Approve (3), Reject… and Clear.

3. Approve them — Press Approve (n). Spine asks “Approve 3 expenses?” and says the total is posted to your books, each expense as it would be on its own. An approved expense can’t be edited.

4. Confirm — Press Approve expenses.

A toast says, for example, “3 expenses approved” — each one is posted to the books. If any couldn’t be approved, the toast lists them after “Skipped —” with the reason, and the rest are still approved.

Reject a batch

1. Tick the expenses — Tick the expenses that need fixing.

2. Press Reject… — “Reject 2 expenses?” says your comment goes with every one of them, so the people who submitted them know what to fix.

3. Write the comment — For example “Attach the receipt and resubmit.” If you leave it empty, you see “Add a comment — it’s sent with every rejected expense.”

4. Confirm — Press Reject expenses.

Nothing is posted. Each submitter sees your comment on their expense and can fix and resubmit it.

Your own expenses

As Staff, the tick box on your own expense is turned off, and the page says “Your own expenses can’t be selected for approval — someone else approves them.” Someone else on an approving Team must approve them.

Danger

Approving can’t be undone. Check the batch first — open any expense you’re unsure of and compare it with its receipt, as in Approve or reject an expense.

Tip

Press Clear to untick everything without doing anything.