Acting on an AI decision

Revert an AI approval or decline so the expense goes back to manual review, see which notifications and emails each AI outcome sends, and how an employee edits and resubmits a declined report.

When AI auto-approval is on, CLVR can approve, decline, or request changes on a wellness (friskvård) receipt on its own, and it notifies the right people each time. You stay in control: anyone on your HR team can revert any AI decision, which sets the expense back to Pending for a person to review, and employees can edit and resubmit a declined report. This article covers reverting a decision, the notifications and emails each outcome sends, and how an employee resubmits.

Open the expense

From the webapp side menu, select Expenses to open the expenses list, then select the report you want to look at. The detail view opens with the AI decision shown at the top.

The AI block tells you what happened, for example AI approved this expense with 92% confidence or AI declined this expense with 90% confidence, along with the short reasons the AI gave. If the AI only deferred the expense (no auto-decision), there is nothing to revert: it is already waiting for manual review.

Revert the decision

What reverting does

When you confirm a revert, CLVR:

• Sets the expense status back to Pending, so it re-enters the normal review flow.
• Resolves any open change requests tied to that expense.
• Clears AI-driven approver steps that were marked as changes requested, so the report is ready for a fresh human review.
• Records the reason you gave, your name, and the date against the original AI decision.
• Emails the employee to let them know the decision was reverted and the expense is back under manual review.

After the revert, the AI block collapses into an AI decision reverted summary. Select View details on it to see the original decision, who reverted it, when, and the reason. That history stays on the report for the audit trail.

Notifications and emails per outcome

Every report AI evaluates generates the right follow-up automatically: an in-app notification for your HR team, and, where it makes sense, an in-app notification and email for the employee.

Your HR team gets an in-app notification for every AI outcome, so nothing happens silently. Each one names the employee and the outcome and links straight to the report under Expenses. For an approval, decline, or deferral it shows the confidence percentage and the first reason; for a changes request it shows the instructions the AI prepared for the employee.

What the employee sees depends on the outcome:

• Approved. The employee gets the standard approval email, the same one they would receive from a human approval, in their preferred language. There is no separate AI in-app notification for an approval. On the report the status reads Auto-approved.
• Declined. The employee gets an in-app notification titled Your expense report needs attention, with the AI's reason and a prompt that they can edit and resubmit. They also receive the standard declined email listing the reason.
• Changes requested. The employee gets an in-app notification titled Your expense report needs changes, plus a change-request email. Both carry the exact instructions the AI wrote.
• Deferred. Nothing is sent to the employee. The report stays in normal review and they are notified later, in the usual way, once a person approves or declines it.

Every email goes to the employee in their preferred language where one is set, falling back to the language of the action that triggered it.

| AI outcome | HR notification | Employee notification | Employee email | |------------|-----------------|-----------------------|----------------| | Approved | Yes (confidence + reason) | No separate AI one | Approval email | | Declined | Yes (confidence + reason) | Yes, with reason and resubmit prompt | Declined email | | Changes requested | Yes (instructions) | Yes, with instructions | Change-request email | | Deferred | Yes (confidence + reason) | None | None |

How an employee edits and resubmits a declined report

When an expense report is declined, the employee does not have to start over. The report stays in their account with a Declined status and an Edit and Resubmit button, so they can fix what was wrong and send the same report back for review. This works the same way whether AI declined the report or a person on your HR team did.

The employee opens the report from My Benefits, where every report they have submitted is listed with its status. A declined report shows the Declined status and, when they open it, the reason it was declined. If AI made the decision, the AI's reason and confidence appear alongside it. Inside the report they see a short prompt with the Edit and Resubmit button below it.

Resubmitting a declined report is a clean restart of the review, not a note added to a closed one. The status moves from Declined back to Pending, the earlier decision is cleared (previous approver decisions and any AI decision are removed), and the approval flow runs again from the start. If AI auto-approval is turned on for the category, that means a fresh AI evaluation may run on the updated report, so a corrected report can be auto-approved within seconds, deferred to your HR team, or declined again. Your HR team gets an in-app notification that the employee updated the report.

Troubleshooting

• There is no Revert button. The expense was deferred rather than auto-decided, so there is no AI decision to undo, or auto-approval is not enabled for your company. Review the pending expense as usual.
• The confirm button is greyed out. A reason is mandatory. Enter a short explanation under Why are you reverting this decision? and the button becomes active.
• It says the decision was already reverted. Each AI decision can be reverted once. Open the report, review the pending expense, and approve or decline it manually instead.
• An employee says they were not told about an approval. That is expected: approvals send the standard approval email, not a separate AI notification. Ask them to check that email and the Auto-approved status under My Benefits.
• A report was deferred and nobody followed up. A deferral only notifies your HR team. The report is still Pending, so it needs a person to approve or decline it.
• The employee cannot see an Edit and Resubmit button. It only appears on uploaded expense reports with a Declined status. A report that is still Pending or In review has nothing to resubmit yet.
• The resubmitted report was declined again. A resubmit is reviewed fresh, so it can be declined a second time. The employee can read the new reason and edit and resubmit again as many times as needed.
• The employee got the email in the wrong language. Emails follow the employee's preferred language. Confirm their language setting is correct, then resubmissions will use it.