Approve claims

Claims waiting on you are under Claims → Approvals. The Pending tab is your queue; History shows what you’ve already decided.

If you hold the approve all permission you’ll see every claim in the organization, not just the ones routed to you. Claims actually assigned to you are marked Yours.

Review line by line

A claim is approved as a whole, but decided one line at a time. Open a claim and select Review lines.

1. For each line, set a decision:

   • Approve — pay the amount claimed.
   • Adjust amount — pay less than claimed. Enter the amount you’re approving; it can’t exceed what was claimed.
   • Reject — don’t pay this line. You can add a reason the requester will see.

2. Watch the payable total at the bottom. It’s the sum of the lines you’re approving, and it’s what the employee will actually be reimbursed.

3. Add a comment for the requester if you want to explain the decision.

4. Select Submit decision.

Rejecting every line rejects the whole claim — the button changes to Reject all lines to make that explicit.

Note

Look for a possible duplicate flag on a line. It means the expense closely matches something the same person claimed in the last 90 days, and it shows you the matching claim so you can check. It’s an advisory, not a verdict — regular recurring expenses trip it legitimately.

Return for edit

If the claim needs the requester’s input rather than a decision — a missing receipt, the wrong category, an unclear description — use Return for edit instead of rejecting it.

A return needs a reason. The claim goes back to the employee as Returned, they fix it and resubmit, and it re-enters the same approval chain. Nothing is lost, and the history keeps the round trip.

Prefer a return over a rejection whenever the expense itself is probably valid. A rejection is final and makes the employee start over.

Cancellation requests

When an employee wants to call back a claim that’s already Approved, it comes to you as a cancellation request — the claim shows Cancellation pending approval. Approving it cancels the claim and releases the budget it was holding; declining it leaves the claim approved and payable.

This is a separate approval because approved money may already be scheduled for payment.

Things you can’t do

• You can’t act on your own request. If a claim is routed to you but you filed it, the action is blocked. Someone else has to decide it.
• You can’t edit someone’s lines. Use Adjust amount to pay less, or return the claim so they fix it themselves.

Every decision is recorded on the claim’s History tab with who did it, when, and any comment — including returns and cancellations.