Factorial keeps employees, approvers, and finance teams aligned by sending notifications at key steps of the expense flow. Notifications are delivered via email and in the in-app inbox (🔔 top bar). If enabled, employees also receive mobile push notifications.

Standard notifications

For employees

Employees are automatically notified when:

• A card expense is created: push/email asking them to upload the receipt.
• Changes are requested: the expense moves to Changes requested, with the approver’s comment.
• An expense is rejected: they receive the rejection reason, and the expense shows as Rejected.
• An expense is approved: once it passes all approval levels.
• An expense is marked as Paid: confirmation that reimbursement is completed (via Payslip or SEPA).

For approvers

Approvers are notified when:

• A new expense requires approval → inbox/email notification.
• An employee resubmits an expense after changes were requested.
• An expense has alerts (e.g., out of policy or out of budget).

For finance/admins

Finance teams and admins may receive notifications when:

• Expense exports or reports are completed → confirmation the file is ready.
• SEPA payment files are generated → notification of creation.
• Errors occur (e.g., failed export, missing bank details).

Custom notifications

In addition to standard system notifications, admins can create custom notifications in the Settings panel. These can be configured to adapt to your company’s workflows:

• Trigger – when the notification should be sent:
  • A manual action (e.g., when an expense is created).
  • Based on a date (e.g., end of month reminders).
  • Repeating periodically (e.g., weekly report).
• Conditions – who should receive it:
  • By team, project, cost center, role, etc.
  • Example: only the Finance team is notified when a new expense exceeds 500€.
• Consequence – what happens once triggered:
  • Send a custom email (you can configure the template and message).
  • Push or inbox notification.
  • Internal reminders for specific approvers or employees.

FAQ

1. Can employees turn off required notifications?
   Users can adjust personal preferences, but some expense notifications may be enforced by company policy.
    
2. Do custom notifications replace standard ones?
   No - custom notifications add to (not replace) the standard system notifications.
    
3. Can we target notifications by project or cost center?
   Yes - admins can set conditions by team, project, cost center, role, and other attributes.
    
4. Will employees be notified when an expense is paid?
   Yes - employees receive a notification when the expense is marked as Paid (Payslip or SEPA).