How do I review and approve Expenses on the Webapp?
This guide will walk you through how to approve Expenses within the Webapp or via our Mobile App. See here for more guides, including How to set up Expenses as an Admin.
To review and approve expenses, log in to your Airwallex account and navigate to Expenses.
On the main Expenses page, you will see your Expense table. If you are an admin, this table surfaces all successful card transactions across your account’s company cards and employee cards. If you are not an admin, this table surfaces all of your own successful employee card transactions as well as expenses that have been submitted to you for review.
To view just the expenses that have been submitted for your review, click the “Approvals” tab. This tab displays all “Ready for review” expenses that require your approval.
To review the expense submission details, click into the expense. When ready to approve, click “Approve expense”.
If you’d like to approve multiple expenses at once, you can select the checkboxes for the expenses you’d like to approve. Then click the “Approve” button in the top right corner of the table. Once your expenses are successfully approved, they will be removed from the Approvals table. However, they can still be viewed in the main Summary table.
Note: Only expenses with all required fields filled out can be approved.
How do I review and approve expenses on Mobile?
Step 1: Log in to your Mobile App and navigate to the Expenses tab or alternatively select My Tasks from the Home tab
On the Expenses tab, if you are an admin, you will see all card transactions across your account’s company cards and employee cards. Filter the list to find a specific expense using the status icons along the top. If you are not an admin, you will see all your own employee card transactions as well as expenses that have been submitted to you for review.
If accessed directly via My Tasks on the Home tab, select “Expenses to review”
Step 2: Select an individual expense to review and approve
To review the expense submission details, click into the expense. When ready to approve, click “Approve expense”, or alternatively if there are errors that you would like the cardholder to correct, click “Request resubmission”.
Can an admin approve their own expenses?
An admin can approve their own expense if they are the only next approver in the approval workflow.
If there are multiple users assigned as the next approver (including the admin) or the admin is not one of the next approvers, then the admin will not be able to approve their own expense.
Can expenses be amended after they have been approved?
Expenses can not be amended or edited on the Airwallex platform once approved, however the notation can be changed in Xero by navigating to Options > Edit Transaction, or in the QuickBooks’ Expenses tab.