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Reviewing and Approving Expenses

This guide is for reviewers and approvers, typically project managers and accounting staff. When an expense is in your queue, confirm its details, check its coding, and then approve it or reject it and send it back with a comment.

For the full intake-to-sync picture, see Approval Workflows.

Step 1: Find expenses to review​

  1. Open Expense Management and go to Inbox.
  2. Select the For My Review tab. This lists the expenses assigned to you.

The numbered callouts show where each of these is in Agave:

The Expenses page with three numbered callouts: 1 on AP Automation & Expense Management in the top bar, 2 on Expense Inbox in the sidebar, and 3 on the For My Review tab

Step 2: Open and review the expense​

  1. Click the Edit icon on an expense to open it.

The Edit icon sits at the start of each row on the For My Review tab:

The For My Review tab with the Edit icon on an expense row circled in red and an arrow pointing to it

In the coding view, compare the receipt on the left with the fields on the right and check that they match.

Check these fields in particular:

  • Matched Transaction
  • Vendor
  • Project (if applicable)
  • Expense Account
  • Amount
  • Date

An expense open in the coding view with the receipt on the left and the Actions, Transaction, and Coding panels on the right

If Agave auto-filled a field, hover the blue information icon to see why:

An expense open in the coding view with the Issue Date tooltip reading "Agave AI extracted from the uploaded document" outlined in red, and the matching date highlighted on the receipt

If the coding needs changes, make them here before you approve the expense or send it to the next reviewer.

Step 3: Reject an expense​

Reject an expense when something is wrong and an admin needs to fix it.

  1. Click the red reject icon in the Actions panel.

The Actions panel with the red reject button outlined in red and an arrow pointing to it

  1. In the Reject with Comments dialog:

    • Choose who should receive it under Assign to Admins.
    • Enter a comment explaining the problem. A comment is required.

  2. Click Reject. Click Cancel to close without rejecting.

The Reject with Comments dialog with an admin selected under Assign to Admins, an empty comment box, and the Cancel and Reject buttons

Step 4: Approve an expense​

  1. Click the green approve icon in the Actions panel.
  2. In the Approve dialog, add an optional comment.
  3. Click Approve. Click Cancel to close without approving.

The Actions panel with the green approve button outlined in red and an arrow pointing down to it

The Approve dialog with an optional comment box and the Cancel and Approve buttons

Save without approving or rejecting​

To save your coding changes without approving or rejecting, click the disk icon in the Actions panel.

The Actions panel with the disk icon outlined in red, an arrow pointing down to it, and the Save Changes tooltip below it