Introduction
By default, the Expense Authorisation Workflow routes requests based on amount - smaller claims to managers, larger ones to Admins.
This article explains how to switch to an alternative workflow that sends all expense requests directly to the employee's Line Manager, ensuring consistent approval and clearer accountability.
Standard Expense Authorisation Workflow
The system's default approver for expense requests depend on the expense amount. 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
Expense Authorisation Workflow - Managers only
We offer an alternative expense request workflow that routes all requests to Line Manager, bypassing the default behaviour of directing requests based on the amount.
Where there is more than one current job role, resulting in more than one Line manager, all managers are notified but only one must approve.
All rules are as follows:
Employee requests expense and has a manager – The request is sent to the manager, and can approve or reject.
Employee requests expense and does not have a manager – The request is sent to the Admins, and any one can approve or reject.
Admin requests expense and has no Line Manager – The request is automatically approved.
How it works
Employee adds an expense through the Expenses Mobile App.
Manager receives an email:
And they can approve or decline via the Todo that has been assigned to them:
How to get this Workflow
If you're interested in this workflow, please reach out to support.
FAQs
Will this change all pending requests to the new approver rule?
Moving to this workflow will only impact requests going forward, any expenses requested prior to this change will adhere to the standard authorisation workflow.