Once an expense has been submitted and approved, further processing is required before it can be completed.
If you have an accounting package, payroll, or ERP system, we recommend you export your expenses to a CSV file at the same time as processing them. You can customise your CSV export formats to reflect your package's requirements.
See our Add export formats Help Article for information on how to add export formats to your account.
See our Exporting expenses to CSV Help Article for more information on how to export expenses to CSV using your export format.
How to move Approved expenses to Completed
To move expenses from the Approved section without exporting them, follow the steps below:
1. Go to Finance and focus on the Approved section.
This area can be described as your "to-do" list; this is where all of the expenses that have been approved but haven't yet been processed will reside.
2. The expenses are split out by purchase method, E.g. You can click on Reimbursable to see all of the reimbursable expenses awaiting processing.
3. You can filter the expenses down to find the ones you require by clicking Filter and selecting the filters you wish to apply.
4. You can click the user's expense to expand it and check the details.
5. By clicking the three dots icon next to an individual expense, you can:
Mark the expense as Paid, Reconciled, Billed or Completed (depending on the section you're in and your account settings).
Edit the expense.
Split the expense (depending on the expense type).
Reject the expense.
Delete the expense.
View the history of the expense.
View policy results, and add or edit any policy issues.
6. You can also process the expenses by ticking the checkbox next to each expense individually or by ticking the Select All checkbox.
Once the expenses are selected, click Mark as Paid/Reconciled/Billed depending on the Approved section you are in.
Note:
Depending on your account settings, you may need to click Actions first before you can Mark as Paid/Reconciled/Billed.
If you have any billable expenses, you will have to mark them as both Billed and Reimbursed/Reconciled in the corresponding section for the expense to be moved to the Completed Section.