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How do I review, approve and reject expenses?

Read this article to find out how to review, approve and reject expenses.

Open the Expense Dashboard 

Open the expense dashboard by either:

  1. Clicking in the expense card

  2. Clicking the three lines icon and selecting "expenses"

Airswift - Expenses Dashboard 1

Tip: Clicking on the "# New Expenses" will open just the expenses that are pending approval

 

The Expense dashboard displays Pending expenses that are waiting for your approval and past expenses that have been approved, rejected or processed by Airswift payroll.

Airswift - Expense Dashboard 2

To review expense details 

The details of the expense claim, submitted by the contractor, are available for review. Within each expense lines are comments and expense receipts, provided by the contractor.

Airswift - Review ExpensesReviewing expense comments 

If you want to review comments on expenses, clicking on the comment will open a window with the full list of comments.

Airswift - Review Comments

Reviewing expense receipts 

Clicking on the individual attachment will open a window that will allow you view and download the expense.

Airswift - Review Reciepts

Tip: It's possible for contractors to indicate that they do not have a receipt. This will be displayed as "No Receipt" on the dashboard. If a receipt is required, you can reject the receipt and ask the contractor to submit a receipt as backup. 

To approve expenses

Select expense that is pending review:

Airswift - Expenses Dashboard 3

Tip: Expense claims that need approval or rejection have a Pending status

Approving expenses:

When you are ready to approve an expense, click "Approve":

Airswift - Expenses Dashboard 4

You'll then need to confirm your approval. A window will open, asking to confirm the approval. Click "Approve".

Airswift - Approve Expense

A window will pop up confirming that the expense is now approved.

Airswift - Approve Expenses 2

Tip: Now that the expense is approved, the status will change from Pending to Approved

Rejecting expenses 

To reject an expense, first enter a reject reason in the text box. This message will be sent back to the contractor, so they know what needs to be fixed on their expense claim.

Airswift - Rejecting expenses

Once the rejection reason has been written, Click "Save". 

Airswift - Accept Expenses 1

Once the rejection reason is saved, click "Reject" to reject the expense.

A window will appear, confirming the existence is rejected. The contractor will then receive notification of the rejection.

Tip: Once the expense is rejected, the status will change from Pending to Rejected.