When someone on your team sends an expense, it's your turn to review it. Factorial tells you each time an expense needs you and keeps all your requests in one list, on the web and on your phone, so you stop missing requests and nobody has to chase you.

Your approval requests

Overview

You're an approver when your company's approval flow asks you to review someone's expenses, for example because you're their manager or you work in finance. You don't need to set anything up: your company decides who approves what.

How to use

From your notifications

1. When an expense needs your review, you get an email with a link to it and a request in your Inbox in Factorial (your approval Inbox, not your email inbox).
2. In your Inbox, each request shows who sent it, the amount and the category, for example "Review David Thompson's expense request". Open one to see the expense and decide.

From the expenses list (web)

1. In the menu on the left, go to Spending > Employee expenses.
2. Click Filters, then choose Pending approvals > Mine. You now see only the expenses waiting for your decision.
3. Click an expense to open it.

If your company uses Expense checks, the tabs at the top sort pending expenses by One's recommendation: Needs review (a warning, out of policy, or couldn't be checked) and Ready to approve (in policy). There is no Pending tab then; without Expense checks, use Pending. A tab replaces the filters you had, so click the tab first, then add Pending approvals > Mine.

The list starts with expenses from the last 30 days (by Document date). For older expenses, change the Document date filter.

From your phone

1. Open the Factorial app and go to your Inbox.
2. Tap the request to open it, then approve, reject or request changes.

Tips and Best Practices

Troubleshooting and FAQ

Troubleshooting

I don't see Spending in the menu.
You see Spending > Employee expenses once you've been asked to review at least one expense, or if you have permission to view other people's expenses. Until then, your requests are in your Inbox.

The list says there's nothing pending, but I got an email.

• Check the Document date filter: the list starts with the last 30 days. Widen it.
• Remove other filters you may have added, then choose Pending approvals > Mine again.
• The expense may already be decided by another approver of the same step: one approval per step is enough.

An expense I approved still appears in the list.
If the approval flow has another step, the expense stays Pending until the next approver decides. Open it: it says "You already approved this expense. Pending to be approved by [name]."

I can't find an expense that was assigned to me.
It may have been approved, rejected or reset since. Check its status, and ask the employee or your admin whether the approval flow changed.

FAQ

1. Do I see all the company's pending expenses?

No. You see the expenses you've been asked to review. If you also have permission to view other people's expenses (for example your team's, or the whole company's), you see those too. Use Pending approvals > Mine to keep only yours.

2. Do I need to set anything up to become an approver?

No. Your company decides who approves what in its approval flow. When the flow asks you to review an expense, the request reaches you automatically.

3. Can I approve straight from the email?

No. The email links to the expense in Factorial, where you approve, reject or request changes.

4. Can I review expenses from the mobile app?

Yes. Open your Inbox in the app and decide from there.

5. Can I ask One which expenses are waiting for me?

Yes. Ask "Which expenses are waiting for my approval?" and One lists them. See How do I approve expenses with One?.