Pre-Approving Expenses (Company Administrators)

Pre-Approval is a set of features we have put into place to allow expense reviewers to reduce the need to manually review common, recurring, and familiar expenses. These expenses may match a known and common combination of category and vendor or otherwise meet Auto Approval criteria.

How do I set up Pre-Approval?

1. Click the Company Settings Tab

2. Click Edit on either of the two Pre-Approval Settings:  Pre-Approval By Amount Settings or Pre-Approval By Vendor Settings

In the Pre-Approval by Amount settings window, there are two main sections:

1. The first section describes how Auto Approval by Amount works.

   
   
2. The second section is a single setting for a feature to pre-approve any taxable expenses less or equal to a specific amount. If you would like to turn this feature on, check the checkbox to enable the setting and enter an amount for the cutoff.

In the Pre-Approval by Vendor settings window, there are two main sections:

1. The first section describes how Pre-Approval by Vendor works.
2. The second section contains a set of categories and vendors that can be enabled to auto-approve matching expenses. Inside each category are many vendors that we have identified through usage data as the most common across all customers.

(NOTE: When an expense is submitted, if the combination of vendor and category both match a combination checked off in the Pre-Approval Settings, the expense itself will move to the View Auto-Approved Expenses section of the Payroll screen until it is processed into a payroll report)

Am I able to spot-check or update an expense that has been pre-approved?

Yes! You can view your pre-approved expenses by clicking on the Payroll Tab. 

1. Click the View Pre-Approved Expenses button 

   

   2. If you would like to reject or recategorize any of these expenses, click the folder icon next to the expense under the details column. 

All Pre-Approved Expenses will automatically be added when you run payroll.