Expense Reports (Admin)

The Expense Reports inbox shows all reports submitted by employees across the organisation. As an admin or approver, you review the full contents of each report — expenses and per diem entries — and approve, reject, or mark them paid from this view.

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Report approval inbox

The inbox lists every report across the workspace. Columns include:

Column	Description
Title	The employee-provided report name
Submitter	User ID of the submitting employee
Department	Department the report is charged to
Total (SGD)	Sum of all line items converted to SGD
Submitted	Date of submission
Status	Current status: draft, submitted, in_review, approved, rejected, paid, or closed

Use the Status filter to narrow the list to reports at a specific stage.

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Reviewing a report

Click any report row to open the detail view.

The detail view is split into two panels:

Left panel:

• Summary — report status badge, total SGD, submitter, submitted/approved/paid timestamps
• Expenses — each expense row shows merchant, date, category, amount, and receipt attachment
• Per diem — each per diem row shows destination country, city, date range, daily rates, and total

Right panel:

• Approval History — all approval steps with timestamps, approver names, and comments
• Totals — breakdown of expenses subtotal and report total

Review receipts by clicking the attachment icon on any expense row.

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Approving a report

1. Open the report
2. Review all line items and attachments
3. Add an optional comment in the Comment field
4. Click Approve

The report advances to the next approver in the chain. If you are the final approver, the report moves to Approved status and is queued for payment.

tip

If the report spans multiple departments or has locked approval chain steps from a company-wide policy, all mandatory steps must be completed before the report is marked Approved.

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Rejecting a report

1. Open the report
2. Select a reason category (required):
   • Policy violation
   • Duplicate
   • Insufficient info
   • Out of budget
   • Personal expense
   • Other
3. Add an optional note with details for the employee
4. Click Reject

The report is returned to the employee with Rejected status, the reason category, and your note. The employee can edit the report and resubmit.

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Marking reports paid

Once a report is Approved, Finance can mark it as reimbursed:

1. Open the approved report
2. Click Mark as paid
3. Confirm in the dialog

The report status moves to Paid. The employee is notified and the payment is recorded in the audit log.

note

Only users with the Finance Admin or Owner role can mark reports as paid.

To process multiple reports at once, use the checkbox column in the inbox list to select reports and click Bulk mark paid.

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Report statuses (admin view)

Status	Meaning
Draft	Employee is still building the report. Not visible in the inbox.
Submitted	Waiting for the first approver.
In Review	Progressing through the approval chain.
Approved	All approvers have approved. Ready to pay.
Rejected	Returned to the employee.
Paid	Reimbursement confirmed by Finance.
Closed	Finalized and archived.

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Filtering

The inbox supports a Status filter to narrow the list to reports at a specific stage (any, draft, submitted, in_review, approved, rejected, paid, closed).