Comments allow approvers, managers, and employees to exchange information directly in the expense view. This ensures transparency, keeps discussions in context, and provides a permanent audit trail. in Factorial, You have two main options.

1. Use the Comments tab

1. In your sidebar, go to Spending → Expenses employee
2. Open a specific expense
3. Go to the Comments tab
4. Write your message in the text box:
   • You can include text for context
   • Paste links (e.g. policy guidelines or supporting documents)
   • Mention teammates with @name to notify them directly
5. Comments are visible to all users with access to the expense, keeping everything in one place

2. Add a comment during an action (request changes or reject)

When you choose Request changes or Reject, Factorial prompts you to leave a comment:

• Use this space to explain why the action was taken (e.g., “Missing receipt” or “Meal limit exceeded”).
• The employee will be notified automatically, so they know what to correct or why the expense was not accepted.

Tips and Best Practices

• Provide enough detail for the employee to understand the next step.
• Use @mentions if another approver, manager, or Finance teammate should review the case.
• Keep comments concise and professional—they remain part of the expense’s permanent record for audits.

FAQ

1. Can employees reply to comments?
   Yes, employees can respond directly in the Comments tab.
    
2. Are comments visible after an expense is paid?
   Yes, all comments remain as part of the expense history.
    
3. Can I delete a comment?
   No, comments are part of the permanent record for compliance reasons.