Expense Approval Rules by Amount and Role

Limits by person, expense head and branch decide what needs a manager, what needs the owner and what needs no approval. The approval stays attached to the claim.

Share your requirements

Approvals kept on the claim

Approvals given in a chat group are hard to find later, and the person who gave them may have left. Here the approval is recorded on the claim itself, with the approver’s name, the date and the bill beside it.

How the rule is set

By amount

Below the limit you set, a claim goes straight to accounts. Above it, the branch manager sees the bill, the amount and the customer before clearing it.

By head

Lodging may need the owner, while diesel may not. The rule follows the expense head as well as the amount.

By person and branch

A new joiner and a branch manager can carry different limits, and one branch can have a tighter rule than another.

Rejection with a reason

A rejected claim is sent back with a line stating why, so the claimant knows what to correct.

What the log holds

Every submission, approval, rejection, edit and payment, with the person and the time
Claims waiting with each approver, and for how long
Amounts cleared above a manager’s usual limit
The bill image beside every approval
A record that an audit can rest on

FAQ

Frequently asked questions

Can the owner approve everything?

Yes, and some owners do at the start. Limits let the owner see only the claims that need their attention.

Does it catch a fake bill?

No. It puts the bill, the amount, the date and the person in front of an approver who can recognise a claim that does not belong. Judgement stays with your manager.

Can a manager approve from a phone?

Yes, with the bill in view. Approvals can be given between meetings, close to the date of the expense.

What if the approver is on leave?

Claims waiting too long show in a report by approver, and you set who else may clear them. Nothing sits unseen because one person is away.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.