What this does
The expense approval setting controls whether expenses and mileage claims submitted by your team need to be reviewed and approved before they count towards your accounts. When enabled, new claims go into a pending state until an authorised user approves or rejects them. The GL entry is only posted on approval.
When to use it
Turn this on if you want oversight of staff spending before claims hit your books. Leave it off if you are a sole trader or trust your team to log expenses and mileage without review.
Step by step
- Go to Settings (via the account menu in the top bar)
- Select the Expense Approvals tab
- Tick Require approval for expense & mileage claims to enable the workflow
- When approval is enabled, select the Approver from the dropdown — this person will be emailed whenever a new claim is submitted (team members must have accepted their invite to appear here)
- Click Save Approval Settings
- Any new expense or mileage claim created by a team member will now show as Pending until the approver reviews it
- The approver sees pending claims on the Expenses page, where they can approve or reject each one
- If you turn approval off, all future claims will be recorded immediately without a review step