Approving expense reports is a simple and straightforward process. You can choose to approve reports by individually going through each report or approve multiple reports at one go in bulk.
Web app
Access reports: Go to the Reports section under the Team tab. The My Queue tab displays reports awaiting your approval.
View report details: Click on a report to view its details. This includes:
Report header: Report number, name, owner, dates, status, and total amount.
Expense list: Individual expenses with details (date, merchant, category, amount, receipts, comments, policy violations).
Comments tab: Comments on the report or individual expenses.
Review expenses: Carefully examine each expense, including receipts and policy compliance.
Approve: If the report meets all requirements, click approve in the top-right corner.
Mobile app
Access reports: Tap the menu icon and select team reports.
View report details: Tap a report to view its details. Swipe left or right to switch between the Expenses and Comments tabs. Tap an expense to view its details and receipt.
Review expenses: Review each expense, ensuring accuracy and compliance.
Approve: Tap approve report at the bottom of the screen.
Additional actions (web app only)
Send Back: If the report needs corrections, click the three-dot menu next to Approve and select Send Back. Provide clear comments explaining the necessary changes.
Add Approver: Include another approver if required.
Share: Share the report via email.
Download: Download the report as a PDF or spreadsheet.
Edit Expenses (if applicable): You might be able to edit expense details, depending on your organization's settings.
Approving reports in bulk
Need to approve multiple expense reports quickly? Fyle allows you to approve reports in bulk, streamlining your workflow and saving you valuable time.
Access Reports: Go to the Reports section under the Team tab. The My Queue tab displays reports awaiting your approval.
Select Reports: Select the reports you want to approve using the checkboxes. You can select all reports on the page or choose specific ones. Important: Ensure you review the reports individually before selecting them for bulk approval.
Approve: Click Approve above the report list.
Confirm Approval: A confirmation message appears, summarizing the number of reports selected for approval. Click Approve to confirm.
Following the mentioned steps you can approve expense reports instantly. Once the reports have been approved, employees will be notified about the same via email if your organization's Fyle admin has enabled notifications.
To learn more about sending back expense reports, click here.
If you are an additional approver who has been added to an expense report just to approve specific expenses, here are a few approval scenarios to keep in mind.
Understanding approvals when you are an additional approver
Sometimes, your approval amount may be less than the overall report total. This happens when the report includes other expenses that do not require your approval, as set by company policies. As an additional approver, you will only be able to view the expenses for which you are added as an approver.
In such cases, you will view the following example message: The total report amount is $150, but only $500 needs your approval as per the policy set up by your admin.
Understanding approvals when report totals include credits
Expense reports can include both debit and credit transactions. As an approver, you may be assigned to approve only specific expenses based on your company’s policies. If you are responsible for approving debit expenses while the report also contains unrelated credit expenses, your approval amount might appear greater than the overall report total.
In such cases, you will see the following message: You are reviewing $250 in expenses requiring your approval. The total report amount is -$100, including 3 other expenses totaling -$350 (credits included) that do not require your approval.