Approving or rejecting expense reports

SECURITY  Expense report approvers

NAVIGATION  My > Waiting My Approval > Expense Reports

NAVIGATION   > Timesheets > Waiting For My Approval > Expense Reports

NAVIGATION   > Timesheets > Search > Expense Reports > Common Filters > Expense Reports Waiting My Approval

NAVIGATION  The expense report link in the notification email

If you are an Expense Report Approver, resources in your organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. will submit expense reports to you for approval. You can approve or reject expense reports on the Expense Report Search page, or open the Approve or Reject Expense Report page for each report.

NOTE  A resource may have several expense report approvers. When the resource submits an expense report, all approvers are notified via email. The expense report requires only one approval.

Context menu / bulk menu  

Approve Expense Report / Approve Selected Expense Reports

Select this option to change the status of the expense report to Approved for Payment.

Expense reports updated to the status of Approved for Payment appear in My > Timesheets > Expense Reports for the resource who submitted the report.

Reject Expense Report / Reject Selected Expense Reports

Select this option to reject expense reports. Enter a Rejection Reason into the popup window and click Reject.

The report disappears from your "Waiting Approval" list and is returned to the user so they can fix the issues you identified. It must be resubmitted by the user.

If you would like to review the expenses and attachments of an expense report before you approve or reject it, do the following:

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Complete the following fields:
Field Description

Approval or Rejection

Rejection Reason (or General Comments)

Optionally, enter a rejection reason or general comments. These comments will appear in the notification email and on the resource's view of their submitted expense report.

Submitted By

A read-only field that shows the person who submitted the expense report, as well as the date and time.

Notify

Select the resources who will receive an email that the expense report has been approved or rejected. The resource who submitted the expense report is included by default.


Approved By

A read-only field that shows the person who approved or rejected the expense report, as well as the date and time.

Expenses and Attachments

Use the Expenses and Attachments tabs to review individual expenses and attachments. Refer to Adding and editing expenses.
  1. Select Approve or Reject.
    • The report status will change to either Approved for Payment, or Rejected.
    • The resources you designated will be notified with an email.
    • All approved expenses will move into Contracts > Approve and Post > Expenses. Billable expenses identified as Billable to Organization and associated with an organization can be invoiced to the customer with other billing items, such as labor. Non-billable expenses associated with an organization, project, task or ticket will factor in profitability reports.

NOTE  You can reject a previously approved expense report if you are an expense report approver for the resource that submitted the rejected report, even if you did not approve the report. To reject an approved expense report, navigate to > Timesheets > Search > Expense Reports and search for it. Click the report to open it, then click Reject.