At times, you may find that the information your employees provided in the expense, trip or invoice is incorrect, is missing details, or simply doesn’t meet your company’s expense policy.

In these cases, you can send back the expense to the employee so they can rectify the information before submitting it for approval again. Alternatively, you can permanently reject the expense if it fails to meet your company’s policy.

Sending back an expense in the web app

Go to My tasks in the Approvals tab or to the Spend > Approvals > Approval list to find all expense reports which need to be approved grouped by cost object and person.

Click on any item to open the full expense report. Click Send back if you want to send back the report for clarification. A reason for sending back expense reports is always required. This clarification is important for employees to know what they have to change before they can resubmit the expense.

Sending back an expense on the mobile app

In the mobile app, go to Spend > Approvals and select the corresponding expense in the Expenses tab. Tap Send back, enter the reason for sending back, and tap Send back.