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, and the report shows up in their My Benefits list. When they open it, the top of the expense shows an amber Changes requested on this expense notice with your exact instructions inside it (with a small AI badge if the request came from automatic review rather than a person). Below the notice is an edit 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.
The employee can only adjust the same fields they filled in when they first uploaded. They cannot change who reviews the report or its approval outcome, that stays with you and any other reviewers.
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 amber notice clears.
- 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.
- 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.
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 Expense timeline in the sidebar. It records the resubmission as its own dated event ("resubmitted the expense report"), in line between your original change request and whatever happens next. That makes it easy to confirm the employee acted, see when, and read the instructions you sent 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. If it is taking a while, you can resend or update your instructions from the amber notice.
- It came back but the change you asked for is missing. Request changes again with more specific instructions; each request is added to the timeline 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. Open the timeline to see the decision, and revert it if you want a person to look instead.