This article is for: employees, approvers and finance teams.
Comments let employees, approvers and finance clear up a doubt right on the expense, without sending it back or switching to email. Everything said stays with the expense, so anyone who opens it later sees the full story.
Comment on an expense
Overview
Use a comment to ask or explain something that doesn't need the expense to change, for example "Was this dinner with the client?". Anyone who can open the expense can read its comments.
How to use
- Open the expense: from My spending > My expenses (yours), from Spending > Employee expenses, or from your approval request.
- Go to the Comments tab.
- Write your message. To bring someone in, type @ and their name.
- Click Save.
The expense's owner, whoever reported it, the people currently asked to approve it, and anyone you @mentioned are notified.
With One: ask, for example, "Add a comment to my hotel expense: the client paid breakfast". One posts exactly the text you give it.
Give a reason when you send an expense back or reject it
How to use
- Open the expense and click Request changes or Reject.
- Write the reason, for example "Please attach the itemised invoice". It's optional, but the employee is notified and sees it on the expense, so they know exactly what to fix.
- Confirm with Request changes or Reject.
Tips and Best Practices
- Comment instead of sending back when you only need an answer. The expense keeps moving.
- Be specific in reasons: say what's missing and how to fix it.
- Record exceptions, like an approved expense without a receipt, in a comment, so the reason stays on the expense.
- Related: How do I approve, reject or send back an expense? · Expense statuses and alerts
Troubleshooting and FAQ
Troubleshooting
Someone didn't get notified.
They may have turned off New comment or Mentions notifications.
FAQ
1. Can employees reply to comments?
Yes, in the same Comments tab.
2. Are comments kept after the expense is paid?
Yes, they stay on the expense.
3. Can I comment from my phone?
If One is available to you, ask it from the mobile app, for example "Add a comment to my taxi expense: the client paid".
4. Which notifications do comments send?
The expense's owner, whoever reported it, and the people currently asked to approve it get a "[name] commented on an expense" notification. Anyone you @mention gets a "[name] mentioned you in an expense" notification.
5. Can I turn off comment notifications?
Yes. Each person can turn them off in their notification settings: New comment for comments and Mentions for @mentions.
6. Is a reason required when I request changes or reject an expense?
No. On screen the reason is optional, but always worth adding: the employee is notified and sees it on the expense. If you do it through One, One asks you for a reason.