Permission Required: Users with the Admin Profile, Member profile and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
For companies that require an additional review for employee card transactions on the card transactions, We recommends setting up a expense review policy step. Once the admin turns this on in the "Expense Review Policy" settings, reviewers will be required to review transactions.
Reviews may be done by navigating to the Cards > Needs review Tab to see all Expenses which are awaiting review and approval.
As you review these expenses, you can take two main actions on each:
Approve: If the expense in question falls within your expense policy, or you’ve authorized it, click on the Approve button. Volopay also allows you to make bulk approvals by selecting the empty checkboxes or checkboxes for an entire group.
Refunds appear alongside transactions and don't require approvals. When we "mark as ready" for accounting syncing, transaction requirements are not dismissed.
Flag: To flag transactions that you need additional information on, or are out of policy, click on the Red “Flag” icon. A text box will appear, where you can enter information as to why you’re flagging the transaction as out of policy or ask for more details.
Steps to approve an expense
Step 1: Start by navigating to the Cards section and moving to the Needs Review window.
The Needs Review page is accessible only to admins, card managers, and reviewers. Here, find all the expenses awaiting review.
Step 2: Approve an expense directly from the table by clicking on the Approve button.
Once approved, the expense disappears from the Needs Review tab.
Step 3: Alternatively, open the expense slider and approve the expense from there.
Step 4: Approving Multiple Expenses
Select the expenses to review and approve.
After selecting, approve all chosen expenses simultaneously.
Expense Tab
The Card > Expenses Tab has several sub-tabs for additional visibility and filtering on transactions.
Overview - Includes all transactions that you are allowed view at your organization depending on your role. For admins, this includes transactions from all employees. For managers, this includes their direct team.
Needs Review - Includes transactions that require review based on the company's approval policy. This includes cleared transactions that do not have missing items. Pending transactions and transactions with flags from policy rules will not appear here.
Approved - Includes transactions that have been manually or automatically approved, transactions that were manually or automatically flagged and approved, transactions that have been flagged for repayment and were repaid. This can include pending transactions that were approved.
Flagged - Includes transactions that were manually or automatically flagged as out-of-policy and have not been resolved yet.
Declined - Includes declined transactions.