Open Approvals. Travel claims and standalone expenses appear in the shared approval inbox and in the separate Trips and Expenses views. You see claims you have permission to handle.
Check the details before deciding
Open the travel claim or expense and check the relevant details:
- the purpose and dates of the trip or purchase
- trip times, countries, meals and accommodation
- expense lines, receipts, amounts and VAT breakdowns
- driving routes, purpose, distance and vehicle
- the project, other cost allocations and expenses to be billed to a customer
- the employee’s reimbursement total and any notices.
Expenses paid by employer card are not reimbursed to the employee. If information is incomplete, select Return and explain what needs correcting. Otherwise, select Approve once the necessary checks are complete.
A trip and its attached expenses are handled together. Do not review or approve its expense lines separately in the expense queue.
One-step or two-step approval?
Normally, a submitted claim can be approved directly. If two-step approval is enabled, both travel claims and standalone expenses must be reviewed first:
- A person with review permission checks the submitted claim and selects Review.
- The approver checks the travel claim or expense and selects Approve.
You cannot review your own travel claim or expense. Drafts cannot be reviewed either: the employee must submit them first.
Your employer may also use automatic approval for small expenses. An eligible standalone expense can be approved as soon as it is submitted.
Handle several claims at once
The shared approval inbox only offers suitable claims for bulk approval. If a row cannot be selected, open it and check what needs to happen next.
In the Expenses view, you can select several rows for approval or review according to their status and your permissions. Check the selected expenses for notices too. Being selectable does not mean the details are correct.
Check the result afterwards. Any failed actions need to be handled separately.
Correct the allocation or return the claim
For a standalone submitted or reviewed expense, you can change the project and whether it is billable without returning the expense, if you have permission. This does not change its amount or receipts.
For corrections to amounts or trip times, return the claim to the employee. An approved claim can also be returned if it is not locked for export or invoicing. Coordinate corrections to already exported or invoiced data with payroll or billing.
Check export settings
Admins configure expense types under Settings → Invoicing and prices → Expenses. Before the first export, check the required pay components, income types, accounting codes and tax treatment. Also check that employee numbers match the receiving system.
Payroll data → Travel data collects approved data that has not yet been exported. Choose a period and a target, review the preview and notices, then create a batch. Download or deliver its file using the export method in use. See Export travel data.
Formats differ in what they include. For example, Lemonsoft’s travel-claim CSV omits receipt-based expense lines and night allowances; the generic pay-component CSV includes them. Expense data and receipt attachments are different: a CSV file does not contain receipt images.
Creating an export batch locks its claims. Neither approval nor export pays the reimbursements. Agree with payroll how to deliver the data and any supporting documents needed separately.