How an employee adjusts and resubmits after changes are requested

What the employee does after you request changes, and how the resubmitted report comes back to your queue.

When you request changes on an expense report, it moves to Changes requested and goes back to the employee with your instructions. Nothing else happens until they act: the report is paused, you cannot approve or decline it yet, and the next move is theirs. This article explains what the employee sees and does, and how the updated report returns to your queue so you can carry on the review.

What the employee sees

The employee gets an in-app notification and an email with your instructions. On their Me page, the report is pinned at the top of My expenses under Needs your changes, with your comment, who wrote it and when, and an Edit and Resubmit button. That button opens the report in the expense panel, where the top reads "[your name] asked for changes on [date]" with your exact comment (or "AI asked for changes" if the request came from automatic review rather than a person). Further down is the Update your expense report form, so they can make the changes without starting over.

What the employee can change

In the adjust form the employee can update any of the report details:

• Category and Expense date
• Company name (the provider) and Organization number
• Receipt cost, VAT, and Cost before VAT
• Receipt files: they can Check files to remove and Add files (JPG, PNG, or PDF). At least one receipt must remain attached.

When they are done they select Submit adjustments. They get a confirmation that their updates were sent back for review.

What happens when they resubmit

Submitting the adjustments brings the report straight back into review:

• The status returns to Pending, so it reappears in your expense queue.
• Your change request is marked as resolved, and the report leaves Needs your changes on the employee's side.
• Any earlier automatic (AI) decision on the report is cleared, so the updated report is judged fresh. If your company uses AI auto-approval, the resubmitted report may be re-evaluated, and a clear wellness (friskvård) claim can be auto-approved again within seconds.
• Without an approval flow, reviewers who had already approved keep their approval. The reviewer who asked for changes is moved back to pending so they (or you) can take another look.
• With an approval flow, approval starts again from the first step. The first step's reviewers are asked again, and the report goes through every step once more. Approvals from the earlier round stay on the Approval card as short dated lines under their step. While the report waits for the employee, the card says so, for example "When Axel resubmits, approval starts again from the first step: Manager."

You are notified that the employee updated the report, with a prompt to continue the review, and the notification links straight to the expense.

Following the history

Open the report and check the Approval card. Your request for changes stays on it as a short dated line, and the resubmission shows as a dated line under Submitted, for example "Anna Berg resubmitted · 3 Jun". That makes it easy to confirm the employee acted, and see when, before you decide.

Troubleshooting

• The report has not come back yet. Until the employee selects Submit adjustments, it stays in Changes requested and you cannot approve or decline it. The panel has no way to send new instructions while it waits, so if it is taking a while, contact the employee directly.
• It came back but the change you asked for is missing. Request changes again with more specific instructions; each earlier request stays on the Approval card as a short line, so the full back-and-forth is visible.
• It was auto-approved on resubmission. A clear wellness claim can clear automatically once the employee fixes it. The Approval card shows the decision as an AI review step. Revert it if you want a person to look instead.