Approvals workflow
How employees submit expenses and mileage, and how owners and accountants approve or reject them.
Approvals let a business owner (or their accountant) sign off on every expense and mileage journey that employees log, before it feeds into reports and exports.
Who can approve
Only members with the Business owner or Accountant role see the Approvals inbox. Employees see their own submissions and their status, but not other people's.
How an employee submits an item
- Log a receipt, expense or mileage journey as normal.
- Tap Submit for approval on the item. It moves from Draft to Submitted.
- The approver gets a notification and the item appears in their Approvals inbox at /app/approvals.
Reviewing an item
- Approve — the item is stamped with your name and the time, and locked from further edits.
- Reject — you're prompted for a short reason that goes back to the submitter as a notification. They can edit the item and resubmit.
What approved items do
- Included in every report, VAT return preview and CSV export.
- Visible to your accountant if you've shared access.
- Cannot be edited by the submitter after approval — request the approver to unlock if you spot a mistake.