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Review and approve expenses

Review expense claims and Expense Groups, make approval decisions, and record reimbursements. You can manage claims in Salesforce or review your team's pending claims in the Employee Hub.

Who can use this?

Managers in the Employee Hub, and Managers, HR Admins, and finance teams in the flair HR app in Salesforce.

Review expenses in Salesforce​

Expenses Overview shows claims and Expense Groups with their current status. Child expenses appear beneath their group.

Expense claims and reimbursement actions in Expenses Overview

  1. In the flair HR app, open Expenses Overview.

  2. Find the expense or Expense Group.

  3. Click the downward arrow beside the record.

  4. Select an action:

    ActionResult
    ApproveApproves the expense for reimbursement. For a group, it approves all child expenses.
    DeclineRejects the expense. For a group, it declines all child expenses.
    DeletePermanently removes the expense record.
    Mark as ReimbursedRecords that finance has processed the payment.
    View More DetailsOpens the complete expense information.

Open an Expense Group to review every child expense and its Expense Items. You can manage an individual expense within a group when needed.

Approve an expense in Salesforce​

  1. In Expenses Overview, open the expense or Expense Group.
  2. Review its Expense Items, receipts, descriptions, and policy compliance. For a group, review every child expense.
  3. In the record actions, select Approve. The status changes to Approved, the employee receives a notification, and the expense enters the reimbursement queue.

Decline an expense in Salesforce​

  1. In the record actions, select Decline.
  2. Enter a description that explains the decision. For a group, identify any specific expense or item that needs correction.
  3. Confirm the decline. The employee receives the explanation.

Declining an Expense Group declines every expense in it. If only part of a group can be approved, decline the group and ask the employee to resubmit the corrected claims.

Mark an expense as reimbursed​

  1. After finance processes the payment, find the approved expense in Expenses Overview.
  2. In the record actions, select Mark as Reimbursed. The status changes to Reimbursed, which the employee can see in the Employee Hub.

Delete an expense in Salesforce​

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Deleting an expense permanently removes its record. Decline it instead when you need to retain an audit trail.

  • For a duplicate or test record, open the record actions, select Delete, and confirm the deletion.

Review team expenses in the Employee Hub​

  1. In the Employee Hub, open Manager.
  2. On My Team, find Pending Approval on the right side.
  3. Click Review All to open the complete expense list.

A pending expense claim on the My Team page

The list includes the employee, date or date range, amount, category, status, and any group indicator. You can filter or sort it. Open a group to review its child expenses and Expense Items.

Approve an expense in the Employee Hub​

  1. In the expense list, open the expense or Expense Group.
  2. Review the details and documentation. For a group, review every child expense and Expense Item.
  3. Click the dropdown icon beside the record.
  4. Select Approve. The employee receives a notification, and the expense enters the reimbursement queue.

An Expense Group approval request links directly to the Manager view of the group, where you can approve or decline it.

Comment on an expense​

  1. In the Employee Hub, open Expenses.
  2. Open an existing expense.
  3. Select Comments beside Information.
  4. Enter your message.
  5. Post the comment. The submitter and relevant Managers or HR Admins receive a notification.

Check expense status​

StatusMeaning
DraftThe employee can still edit the expense.
PendingThe expense awaits review.
ApprovedThe expense awaits reimbursement.
DeclinedThe expense was rejected with feedback.
ReimbursedFinance has processed payment.

An Expense Group reflects the status of its expenses. Submitting, approving, or declining a group changes all child expenses together.