Reviewing an uploaded expense report

Open one uploaded receipt, check the files and cost breakdown, then approve, request changes, or decline it.

When an employee uploads a receipt, it lands in your Expenses queue waiting for a decision. Opening a report gives you everything you need on one screen: the attached files, who submitted it, the cost breakdown, and a short form to record your decision. This article walks through that review from start to finish.

Open the report

Go to Expenses and select the report you want to review. It opens in the Review Expense Report panel, with the details in the centre and a few supporting cards down the side:

• Employee details, so you can see who submitted the report.
• Expense Status, where you assign approvers if the report needs more than your own sign-off.
• Expense Timeline, a running log of everything that has happened to the report.

Check the receipt and the numbers

Work through the centre of the panel before you decide:

• Attached Files lists every uploaded receipt. Each one is a link that opens the file in a new tab, so you can confirm the provider, the date, and the amount on the receipt itself.
• Report Details shows the Date, Category, and Organization ID the employee entered.
• Cost Summary breaks down the Receipt cost (incl. VAT), the cost excluding VAT, and for taxable benefits the Reimbursement and what is Not reimbursed. For a full read of these lines, see reading the expense cost breakdown.

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 panel shows the outcome and the confidence, for example AI approved this expense with 95% 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, use the Expense Status card to add them before you decide:

• When no one is assigned yet, an Assign approvers notice appears. Add at least one person from the picker.
• Owners of the report cannot be added as their own approver.
• Once an approver is assigned, the report waits for their decision instead of yours.

If you are reviewing it yourself, you can skip this and go straight to the decision. A report with no assigned approvers shows the line "This report has no assigned approvers. As HR, you can review and complete it below."

Record your decision

Use the Review Expense Report form at the bottom of the panel. Pick one option:

• Approve: approve the report as submitted, clearing it for reimbursement through payroll.
• Request changes: send it back to the employee with instructions. They can update and resubmit.
• Decline: reject the report. The employee is notified with your reason.

Leave a comment is required when you request changes or decline, and optional when you approve. Then select Submit review.

Confirm it went through

After you submit, the report's status updates and the Expense Timeline records your action with the date, so you can see at a glance that the decision landed. The employee is notified of the outcome automatically.

Troubleshooting

• A receipt link will not open. Check your pop-up blocker; the files open in a new tab.
• Submit review is greyed out. Choose Approve, Request changes, or Decline first, and add a comment if you picked one of the last two.
• I cannot add an approver. If there are no available reviewers, everyone eligible is either already assigned or is an 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.