Introduction
The Expense Authorisation Workflow is designed to streamline the approval of expense claims, with a structure that adapts to the value of each submission. Depending on the amount, expense requests are routed to the employee’s manager, or a two-step approval to managers then admins. This tiered approach ensures that lower-value claims are handled efficiently, while higher-value expenses receive the appropriate level of over-sight.
It’s a smart and scalable solution that supports financial control without adding unnecessary friction.
How it works
All approval rules are as followed:
Employee requests expense and they do not have a manager – All Admins are notified, and any one can reject/approve
Employee requests expense under 100 and they have one or more managers – Managers are notified and any one can approve or reject
Employee requests expense over 100 and they have one or more managers – Managers are notified and any one can approve or reject. If approved, all Admins are notified, and any one can reject/approve
Employee adds an expense through the Expenses Mobile App.
Manager receives email:
And can approve or decline via the Todo that has been assigned to them:
If under 100: When approved or declined, the employee will receive a confirmation email, containing the reason if provided, and the workflow ends.
If over 100: Admin then receives the same email and todo. When approved or declined, the employee will receive a confirmation email, containing the reason if provided, and the workflow ends.
FAQs
Can someone pick up a request in the approvers absence?
All Admins are able to action anyone else's todo in their absence, including expense requests.