Airwallex lets you ask, answer, and show proof on the spend item using comments. Questions about a purchase do not need to move to Slack, WhatsApp, or email.
Approvers see the full story, Finance keeps a clear record, and nobody has to chase.
What you get with comments
@mention a teammate: point a question at the right person
Attach files: show proof with a screenshot, PDF or document
Get notified: spend owners hear about every comment, mentioned teammates get a ping
Add a comment
Open the spend item.
Go to the comment box and write your message. Use @ to mention someone.
Add files if you need them (optional).
Press send.
A comment needs text. You cannot send files alone.
Your comment shows your name and the time.
Comments run from oldest to newest.
Mention a teammate
Type @ or select the @ button, then pick a name from the list.
Teammates linked to the item appear first, such as the owner, approvers, the owner's manager, and assistants.
Everyone else in your organisation appears below them.
A hint under your comment box tells you who will get a notification and who will not, before you send.
A mention is not an invite. It never gives someone access to the item. They only get a notification if they can already view it. This keeps your access settings in the hands of your admins.
Attach files
Add up to ten files per comment (on mobile apps, the limit is five files per comment.)
Each file can be up to 10MB.
Supported types: JPG, PNG, HEIC, PDF, Word (DOC, DOCX), Excel (XLS, XLSX) and TXT.
Wait for each upload to finish before you send.
Comment files are not receipts: They do not fill the receipt field, and they do not count toward receipt requirements. Add receipts or invoices in the dedicated upload area only. Use comments for extra context about why the spend happened or who was involved.
Who gets notified
The item owner: For every new comment from someone else, mentioned or not
A mentioned teammate: If they can view the item when you post, and notifications are on
You: Never for your own comments
Good to know:
Comments on drafts do not notify anyone. Tagged teammates get nothing until you submit and post a new comment.
If a teammate gains access after you mention them, they are not notified later. Use another channel if it is urgent.
If the owner is also mentioned, they get one notification.
Notifications arrive by email, and as push notifications on the mobile app. Each one links to the comment.
Turn notifications off: go to your profile -> Notifications -> Spend -> switch off Comments and mentions. This switch covers all comment notifications.
Who can comment, and when
You can comment when you can view the item and your role allows it at the current stage.
Spend item | Who can comment |
|---|---|
Card expenses |
|
Reimbursements |
|
Spend requests | The requester, approvers and admins |
Bills | Anyone who can view the bill |
Purchase orders and goods receipts | Anyone who can view them |
Vendors | Anyone who can view the vendor |
Comments and your accounting software
Comment text syncs. Files in comments do not.
Text syncs to your accounting software with the expense, reimbursement or bill.
@mentions sync as plain text, for example "@Alex Tan".
Files attached to comments stay in Airwallex. All accounting connections take text-only notes, so we cannot send files with them.
Tip: put receipts and invoices in the receipt area. They sync to your accounting software.
Where comments work
Spend item | Web | iOS and Android |
|---|---|---|
Card expenses | Yes | Yes |
Reimbursements | Yes | Yes |
Spend requests | Yes | Yes |
Bills | Yes | Not yet |
Purchase orders | Yes | Not yet |
Goods receipts | Yes | Not yet |
Vendors | Yes | Not yet |
Frequently asked questions
1. Using comments
Can I send a comment with only a file?
No. Write a message first. Files travel with the text.
Can I format my text?
No. Comments are plain text with @mentions. Line breaks work.
Can I edit a comment after I post it?
Not at this time. Post a new comment to correct it.
Can I delete a comment?
You can delete your own comments on bills (until the bill is approved), purchase orders, goods receipts and vendors. Deleting is permanent. It does not undo notifications already sent.
On card expenses, reimbursements and spend requests, comments stay permanently.
What happens to comments when an item is rejected and resubmitted?
They stay. New notes are added below them.
Where do I see who wrote what?
Every comment shows its author and time. The item timeline records that a comment was added.
Can I reply from my email?
Not at this time. Select the link in the email to open the comment.
Is there a character limit?
We do not set a limit. Keep comments short and clear so they are easy to scan.
2. Mentions
Does a mention give someone access to the item?
No. A mention never changes who can view an item.
Can I mention someone who cannot see the item?
Yes. You can pick them, and their name appears in your comment. They will NOT get a notification. The hint under the comment box tells you before you send.
Why did my teammate not get a notification?
Check these:
They cannot view the item.
The item is a draft.
They switched off Comments and mentions.
They were not mentioned with the @ list. Typing a name alone is not a mention.
Can I mention people outside my organisation?
No. The list shows active users in your organisation.
I cannot find a teammate in the @ list. What should I do?
Type more of their name or email. In large organisations, the list shows a limited number of results at a time.
Does a mention work on a draft?
You can mention people on a draft, but no one is notified. Mention them after you submit if you need their attention.
3. Files
Which files can I attach?
JPG, PNG, HEIC, PDF, Word (DOC, DOCX), Excel (XLS, XLSX) and TXT. Videos are not supported.
Why did my file not attach?
Three common reasons:
The file type is not supported.
A file is larger than 10MB.
You added more than ten files (five on mobile). If one file in a batch is too large, we add none of that batch. Remove it and try again.
Are comment files the same as receipts?
No. They do not fill the receipt field, and they do not count toward receipt requirements.
Do files in comments sync to accounting software like Xero, Netsuite, Microsoft Business central?
No. Those tools accept text-only notes. Comment text syncs, but files attached in comments stay in Airwallex.
Can I remove a file after I post the comment?
No. Files stay with the comment.
4. Access and notifications
Why can I not add a comment?
The box is read-only when your role cannot comment at the current stage. For example, nobody can comment on a paid reimbursement. See Who can comment, and when.
Can an assistant comment for me?
Yes. Assistants can comment on their delegator's expenses and reimbursements.
Can I reply after I submit a card expense?
Yes. Cardholders can keep commenting after submission until the expense is archived or deleted.
Do I get notified of all comments on my expenses?
Yes, if Comments and mentions is on. You are notified of every comment from someone else on items you own.
What if my request is sent back with a note?
The note you write when you request resubmission appears as a comment. It is text only, so you cannot add files there. The owner gets a rejection notification that includes the note