Introduction
By default, the Expense Authorisation Workflow routes requests based on amount - smaller claims to managers, larger ones to Admins.
This article explains how to switch to an alternative workflow that sends all expense requests directly to Managers first and then if approved goes to admins for final approval, ensuring consistent approval and clearer accountability.
Standard Expense Authorisation Workflow
The system's default approver for expense requests depend on the expense amount. All approval rules are as followed:
Employee requests expense and they do not have a manager – All Admins are notified, and any one can reject/approve
Employee requests expense under 100 and they have one or more managers – Managers are notified and any one can approve or reject
Employee requests expense over 100 and they have one or more managers – Managers are notified and any one can approve or reject. If approved, all Admins are notified, and any one can reject/approve
Expense Authorisation Workflow - Managers & Admins
We offer an alternative workflow that sends an employee's requests to the line manager first and then if approved goes to admins, specified in the job details section of an employee’s profile.
Where there is more than one manager or admin, only one of each group must approve.
All rules are as follows:
Employee requests expense and has a manager – The request is sent to the manager, and can approve or reject.
Employee requests expense and has a manager – The request is first sent to the manager (if multiple, anyone can approve or reject), and once approved, then sent to the admin (if multiple, anyone can approve or reject).
Employee requests expense and does not have a manager – The request is sent to the Admins, and any one can approve or reject.
How it works
Employee adds an expense through the Expenses Mobile App.
Manager receives an email and task to action:
Once approved, the admins will receive the same. If approved by both, the employee is notified by email.
How to get this Workflow
This workflow is available for organisations on the Elite and Enterprise tier. You can find it in the Workflow Hub.
FAQs
Will this change all pending requests to the new approver rule?
Moving to this workflow will only impact requests going forward, any expenses requested prior to this change will adhere to the standard authorisation workflow.