Reviewing an uploaded expense report

Open one uploaded receipt in the expense panel, check the receipt, the checks and the cost breakdown, then approve, request changes, or decline it.

When an employee uploads a receipt, it lands on your Expenses page waiting for a decision. Opening the report gives you everything you need in one panel: the receipt, who submitted it, the automatic checks, the cost breakdown, and the decision footer. This article walks through that review from start to finish.

Open the report

Go to Expenses and click the report you want to review. It opens in the expense panel beside the table, with the receipt on one side and the details on the other. On a narrow panel they are two tabs, Expense and Receipt. If the report waits on you, it is also on the Waiting on you tab.

Check the receipt and the numbers

Work through the panel before you decide:

• The receipt: zoom in, rotate, open it in a new tab or download it, to confirm the provider, the date and the amount on the receipt itself. A report without a file reads No receipt attached.
• Amount, Expense date and Category: what the employee entered.
• Cost breakdown: select it to see the receipt cost incl. VAT, the cost excl. VAT, the VAT, what is deducted from the allowance and anything that falls outside it. For a full read of these lines, see reading the expense cost breakdown.
• The checks: Receipt attached, the VAT rate and Covered by allowance. A check that needs a look opens in place with what it means. For a missing receipt, Ask for the receipt opens Request changes with a request for the file already written. The footer sums the checks up as All checks passed or, for example, 2 things to check.

If the report was auto-reviewed by AI

When your company has AI receipt review turned on, a wellness report may already carry an AI decision. A card at the top of the details shows the outcome and the confidence, along with the reasons behind it. Read it before you act. If you disagree, Revert AI Decision sends the report back to pending so you can review it yourself.

Assign approvers (only if needed)

If the report should be signed off by someone other than you, add them in the Approval card before you decide:

• When no one is assigned yet, the card reads "No approvers are assigned. Add one, or decide on it yourself as HR."
• Select Add approver and pick one or more colleagues. The owner of the report cannot be its own approver.
• Once an approver is assigned, the report waits for their decision instead of yours.

If you are reviewing it yourself, skip this and go straight to the decision.

Record your decision

Use the decision footer at the bottom of the panel:

• Approve: approve the report as submitted, clearing it for reimbursement through payroll. Ctrl + Enter does the same. Without a receipt, the button reads Approve anyway.
• Request changes: send it back to the employee with what to change. They can update and resubmit.
• Decline: turn the report down. The employee is notified with your reason, and the decision is final.

Request changes and Decline ask for a short message before they send; Approve takes no comment. See deciding on an expense report.

Confirm it went through

After you decide, a message confirms it, the status in the panel changes, and the Approval card shows where the expense now stands. The employee is notified automatically. If another expense waits on you, the panel opens it next.

Troubleshooting

• The receipt will not open in a new tab. Check your pop-up blocker.
• There is no decision footer. It only shows when the decision is yours: you are a pending approver, or you are HR and nobody is assigned.
• Send back or Decline expense is greyed out. Write a short message first.
• I cannot add an approver. If there are no available reviewers, everyone eligible is either already assigned or is the owner of the report.
• The amount or VAT looks wrong. Use Request changes with a note rather than declining, so the employee can fix the field and resubmit without starting over.