Expense approvals allow your team to review and approve expenses before they sync to QuickBooks. In the unified Expenses experience, everything is managed from the Expenses tab.
1. Open Expense Approvals
To view expenses:
Navigate to Expenses.
Use the tabs at the top of the page:
Draft: Expenses that have been uploaded or created but not sent for approval.
For approval: Expenses waiting for one or more approvers.
All: Expenses across all statuses.
Use filters in All to narrow expenses by status, such as Synced to QuickBooks or Pending sync to QuickBooks.
2. Review Expenses in Draft
To review an expense before sending it for approval:
Go to Expenses.
Open the Draft tab.
Click an expense to review its details.
Confirm the image, vendor, date, amount, payment account, coding, and any approval workflows.
Click Send for approval.
If you are allowed to approve the expense during submission, you may also see Send for approval & approve in the actions menu.
3. Approve or Reject Expenses
To review expenses waiting for approval:
Go to Expenses.
Open the For approval tab.
Turn on Requires my approval to show only expenses that need your approval.
Click an expense to review its details.
Click Approve to approve the expense.
To reject an expense:
Click Reject.
Enter the reason for rejecting the expense.
Click Reject again to confirm.
Note: If other approvers still need to review the expense, Adaptive will keep it in the approval flow until all required approvals are complete.
Important: Expenses linked to pending card transactions cannot be approved until the card transaction has cleared.
4. Bulk Approve Expenses
To approve multiple expenses at once:
Go to Expenses.
Open the For approval tab.
Select the expenses you want to approve.
Click Actions.
Select Approve.
You can also use bulk actions from the Draft tab to send multiple draft expenses for approval.
5. Bypass Approval Workflows
Some users may have permission to bypass approval workflows.
To bypass approvals:
Open the expense from Expenses.
Click the approval actions menu.
Select Bypass approvals.
Use this when you have permission to approve an expense even if you are not the next person in the approval chain.
6. View All Expenses
To view expenses across all statuses:
Go to Expenses.
Open the All tab.
Use filters to narrow the list by status, approver, duplicate status, export status, lock status, or other available fields.
7. Create an Expense Approval Workflow
To create an approval workflow for expenses:
Navigate to Automations.
Open the Approvals tab.
Click Add Workflow.
Choose Expenses as the workflow type.
Add trigger conditions, such as vendor, cost code, transaction amount, or other criteria.
Choose the approval action, such as auto-approval or requiring approval from specific users.
Name the workflow.
Save the workflow.
After the workflow is saved, matching expenses will follow the approval rules you configured.
If you have any questions or want to share feedback, feel free to reach out at [email protected].