This article is for: approvers.
Instead of opening expenses one by one, ask One, our AI assistant, to show what's waiting for you and to approve, reject or send back expenses in plain words, on the web or in the mobile app. It's the fastest way to clear a queue of small expenses that are in policy. One acts as soon as you ask, with no confirmation step.
See what's waiting for you
Overview
One lists the expenses waiting for your approval with the details you need to decide: who sent it, amount, category, description, who it's waiting for, and any alerts or policy results. You need Expenses and One turned on. One works only with expenses you may see and decide on.
How to use
- Open One.
- Ask, for example "Which expenses are waiting for my approval?" or "Show me the expenses waiting for me that have policy alerts."
- Ask follow-up questions about any expense on the list.
Approve, reject or request changes
Overview
Tell One what to do, and with which expenses: one or many at once, using rules such as amount, employee or policy result. When you reject or request changes, a reason is required: if you don't give one, One asks for it. When you approve, a reason is optional.
Important: One doesn't ask you to confirm an approval. Be specific about which expenses you mean.
How to use
- Approve: "Approve the expenses waiting for me that are in policy and under £20."
- Reject: "Reject my pending approvals that have policy alerts, with the reason that they're out of policy."
- Request changes (one expense at a time): "Request changes on the taxi expense: please add the itemized receipt."
When One is done, it tells you which expenses changed. The result is the same as deciding on the expense page.
Tips and Best Practices
- Combine One with Expense checks. Ask One to approve what's in policy and spend your own time on the expenses with warnings.
- Ask first, then act. If you're not sure which expenses a request will catch, ask One to list them first, then ask it to approve that list.
- Give a reason when you reject or request changes. One requires it; on the expense page it is optional but helpful. The employee sees it.
- You can also ask One for things you'd do on the expense page, like "Who is this expense waiting for?".
Related articles: How do I find the expenses I need to approve? · How do I approve, reject or send back an expense? · How do I check expenses against my expense policy?
Troubleshooting and FAQ
Troubleshooting
One says some expenses couldn't be approved.
They're not waiting for you: another approver has to decide first, or they were already decided. One only approves your step of the approval flow.
One says changes can't be requested on an expense.
Changes can only be requested on Pending expenses that have an approval flow. If the expense is already approved or rejected, nothing was changed.
I approved the wrong expenses with One. Can I undo it?
Not from One. Ask someone with the Reset the expense approval flow permission to reset those expenses (it works on Pending, Approved and Rejected expenses, not on ones already in payroll, sent to pay or paid). See Why is an expense stuck in Pending or with the wrong approver?.
FAQ
1. What happens after One approves, rejects or requests changes?
Exactly the same as when you decide on the expense page: the employee is notified, the next approver gets the request, or the expense becomes Approved, Rejected or Changes requested. Your decision is recorded on the expense.
2. Can I approve several expenses at once, or everything waiting for me?
Yes, for example "Approve the expenses that are waiting for me." One approves them straight away, so list them first if you're not sure what's included.
3. Can One approve expenses that are waiting for someone else?
No. One only decides on the expenses waiting for you. To approve outside the flow, someone with the Global Approver for Expenses permission uses Global approve on the expense page.
4. Does One ask me to confirm before approving?
No. It acts as soon as you ask. For rejections and requests for changes, it asks for a reason if you didn't give one.
5. Can I use it from my phone?
Yes, in the Factorial mobile app.
6. Can One reset an expense's approval flow?
No. Someone with the Reset the expense approval flow permission does it from Spending > Employee expenses.
7. Can I approve a whole expense group with One?
One decides on the expenses one by one. To approve a group as a whole, use the group page.
8. How do I reject an expense or ask for changes without One?
Open the expense, or use Spending > Employee expenses, and decide there. On the page a reason is optional. See How do I approve, reject or send back an expense?