Approvers in Factorial play a key role in keeping company spending compliant and efficient. Below you’ll find answers to the most common questions approvers ask when reviewing expenses and reports.

1. Can I delegate my approver role?

Yes. If you’re going on leave or want someone else to temporarily approve expenses on your behalf, admins can reassign or delegate approval rights. This ensures no pending approvals get stuck. Delegation can usually be managed from the Approval Flows settings.

2. What if I reject an expense by mistake?

If an expense was rejected in error, admins can use the reset flow option. This sends the expense back to draft so the employee can re-submit. Contact your company’s Finance/Admin team if you don’t have reset permissions.

3. How do I know if I’ve already reviewed an expense?

Reviewed expenses no longer appear in your Pending approvals filter.

• If you Approved, you’ll see the status as Approved (or Pending next approver if there’s another step).
• If you Rejected or Requested changes, the status will reflect that, and your action will appear in the Activity history tab of the expense.

4. I can’t find an expense assigned to me

Check the following:

• Filters - Make sure you’re in Pending approvals = Mine view.
• Status - The expense might already have been approved, rejected, or reassigned.
• Notifications - Open your inbox or email notification to jump directly to the expense.

If it’s still missing, contact an admin to confirm if the approval flow was reassigned or modified.

5. How to treat card vs. manual expenses when documents are missing

• Manual expenses - Cannot be approved without a receipt or proof of payment. Use Request changes to send it back.
• Card expenses - The transaction exists, but proof is still required for compliance. Factorial will send reminders to the employee until the receipt is attached. If persistently missing, you can reject it and escalate internally for reimbursement from the employee.

6. Do I need to review expenses already approved at the card level?

Yes, but the process is usually faster. Factorial Card transactions pass preventive controls (e.g. limits, categories), but approvers should still verify the receipt and confirm business relevance. Think of it as a light-touch review, not a full audit.

7. Why do I see “Ready to pay” or “Paid” statuses?

These appear after the approval stage. Once Finance moves an expense to reimbursement (via payslip or SEPA) and then to Paid, it’s locked. Approvers don’t need to take further action, but the status helps you track what stage the expense is in.

8. Can I approve expenses in bulk?

Yes. From Spending > Expenses, filter for Pending approvals, select multiple expenses, and approve them in bulk. Always double-check receipts and alerts (Out of policy, Out of budget) before using bulk actions.

9. Do I need to check “Out of budget” or “Out of policy” alerts every time?

Yes. Alerts are advisory flags, but they highlight potential exceptions. You can still approve, reject, or request changes - but best practice is to leave a comment explaining why you approved despite the alert (audit trail).

10. Where can I see the full history of an expense?

Inside the expense, go to the Activity or History tab. You’ll see:

• Who submitted it and when
• Each approval step and comment
• Status changes (e.g. draft → pending → approved → paid)

This is useful for resolving disputes or audits.