Receipt approvals allow your team to review and approve receipts before they sync to QuickBooks. Similar to bill approvals, receipt approvals use configurable workflows to route receipts to the appropriate team members for review.
1. Understanding Receipt Statuses
Receipts move through three main statuses:
Draft - Where receipts land when first uploaded by your team
Pending Approval - Where receipts wait after being sent for approval
Synced to QuickBooks - Where receipts appear after being approved and synced
2. Reviewing Receipts in Draft
To review a receipt before sending it for approval:
Navigate to the Receipts section and select the Draft tab.
Click on a receipt to review all its details.
Review which approval workflows will apply to the receipt.
Once the details look correct, click Send for Approval.
3. Approving Receipts
To approve receipts individually:
Go to the Pending Approval tab.
Click on a receipt to review its details.
Click Approve.
To bulk approve multiple receipts:
Go to the Pending Approval tab.
Select the receipts you want to approve.
Click Actions and select Approve.
To filter for receipts requiring your approval:
Use the filter to show only receipts that require your approval.
Important: Once a receipt is approved, it will automatically sync to QuickBooks.
Note: Boss users can bypass approval workflows and approve any receipt directly.
4. Viewing All Receipts
To view receipts across all statuses:
Click on the All tab to see all receipts regardless of status.
Use the status filter to narrow down to a specific status (e.g., Synced to QuickBooks).
5. Creating a Receipt Approval Workflow
To create a receipt approval workflow:
Navigate to Automations in the top menu.
Go to the Approvals tab.
Click Add Workflow.
Select Receipts as the workflow type.
Add your desired trigger conditions (e.g., when the cardholder is a specific person).
Configure the approval action (e.g., auto-approve or require approval from a specific user such as a PM).
Name your workflow.
Choose whether to apply the workflow to existing receipts in draft or only to new receipts.
Save the workflow.