Approve or reject reports

Learn how to review expense reports and make informed approval or rejection decisions in Eloope.

Before you decide: the review checklist

Use this checklist every time you review a report. It takes about 30 seconds and catches the most common issues.

1. Check receipts: Are receipts attached for all required expenses? Are they legible and complete?
2. Verify amounts: Do the receipt totals match the reported amounts?
3. Confirm categories: Is each expense assigned to the correct category (e.g., meals, travel, software)?
4. Check policy compliance: Are all expenses within your organization's spending limits and policies?

Approve a report

1. Open the report from your Approvals queue.
2. Review each expense line item using the checklist above.
3. Click Approve.
4. Add an optional comment to document your review.
5. Click Confirm.

After approval, the report either moves to the next approval level (if multi-level approvals are configured) or goes directly to finance for reimbursement processing.

Example approval comment:

"Approved. All receipts verified and amounts match. Conference expenses align with pre-approved budget."

Adding a comment is optional but recommended. It creates a clear audit trail and gives the submitter confidence that their report was thoroughly reviewed.

Reject a report

1. Open the report from your Approvals queue.
2. Identify the specific issues.
3. Click Reject.
4. Enter a rejection reason (required).
5. Click Confirm Rejection.

The submitter receives a notification with your rejection reason. They can then correct the issues and resubmit.

Note: A rejection reason is required. Be specific: mention which expenses have issues and explain exactly what needs to change. Vague rejections slow down the process for everyone.

Example of a good rejection:

"Receipt missing for the $85 dinner on March 3. Please also recategorize the $12 Uber ride from 'Meals' to 'Transportation'."

Example of a poor rejection:

"Issues found. Please fix and resubmit."

The first example tells the submitter exactly what to fix. The second forces them to guess, which usually means another round of back-and-forth.

Approve and forward

When reviewing an item in a multi-level workflow, you can approve and forward it to another person for additional review.

1. Open the item from your Approvals queue.
2. Click Approve & Forward.
3. Select the person to forward to from the searchable dropdown.
4. Choose a forwarding type:
   • Review After Me (Serial): The selected user reviews only after you approve. The workflow pauses until they complete their review.
   • Review Together (Parallel): Both of you review at the same time. All approvers must approve before the item moves forward.
5. Add an optional approval reason and forwarding reason.
6. Click Approve & Forward.

The dialog shows a visual preview of the approval flow: You → Approved → Selected User.

Recall an approval

If you approved an item but need to undo your decision:

1. Open the approved item in the Approved tab.
2. Click Recall Approval.
3. Optionally enter a reason for the recall.
4. Confirm the recall.

The item returns to Pending status. Any forwarded approvals are also cancelled. The submitter is notified.

Note: You can only recall your own approval decisions. Once the item has been fully approved and processed by finance, recall is no longer available.

What happens after your decision

Action	What happens next
Approve (single-level)	Report moves to finance for reimbursement
Approve (multi-level)	Report advances to the next approver in the chain
Approve & Forward	Report is approved at your level and forwarded to the selected user
Reject	Submitter is notified and can edit and resubmit the report
Recall Approval	Your approval is undone and the item returns to pending status

Tips for faster reviews

• Review daily. Short, frequent review sessions prevent a backlog from building up.
• Start with flagged items. Policy violations and flagged expenses appear with indicators so you can prioritize them.
• Use comments. Even a brief "Looks good" helps the submitter and creates an audit record.

Related articles

• Approval queue
• Multi-level approvals
• Delegate approvals