🌐 Web app | 👤 Finance
Reviewing expenses, trips, and invoices is key task for finance users. You need to ensure that the submitted documents match policies, look out for potential fraud, and ensure employees and suppliers are reimbursed on time. To review expenses, go to Finance > Review to see all expenses that need to be reviewed.
Depending on your company settings, you may see:
All expenses, trips, and invoices that have been submitted and are approved by previous approvers.
Only expenses, trips, and invoices that have been submitted and are approved by previous approvers but include a warning.
No expenses if your company’s finance review strategy is set to Fully automated review in the Company settings (Admin > Company > Approval and finance review).
To review an expense report, you need to:
Select a company and spend type.
Review an expense report.
Finalize your review.
1. Select a company and spend type
Depending on your role, you may have access to several companies (legal entities). The spend types are grouped into one of three tables in this page:
Expenses tab: You see all single expenses that have been previously submitted and approved and are ready for review.
Invoices tab: You see all invoices that have the status In review.
Trips tab: You see collections of single expenses incurred while traveling, which have been submitted and approved and are ready for review.
Use the Spend type dropdown option in the top right corner to switch between the spend types.
✏️ Note
You may not see the Trips and Invoices tabs. These tabs are only displayed if trips and invoices are enabled for your company.
💡 Tip
You can use filters to narrow down the report(s) you want to review. See Filtering reports in Review.
If there are no spend documents to review for the selected spend type, then a message is displayed.
2. Review an expense report
When opening an expense report, check whether all information is correct and adjust if necessary.
As a finance user, you can change these fields depending on the expense type:
Expenses | Mileage claims | Per diems |
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For trips, you can view the trip information, download a PDF of the trip itinerary or any attachments. You can either review each individual expense, mileage claim and per diem separately or review all included expenses in a single action by clicking Finish review (all).
🚧 Warning
If the expense was paid with a credit card, the fields relevant for the matching such as payment method and company card cannot be modified.
✏️ Note
You may be able to edit additional fields depending on your company’s settings.
When reviewing the report, there three possible scenarios:
If you are unsure about some of the details and want to check with colleagues before proceeding, click Save to save the report so you can come back at a later point in time to finish reviewing it. The expense/invoice remains in In review status.
If you are unsure about the purpose of the expense, you can click Send back for clarification. A reason for sending back expense reports is always required. After the report is sent back for revision, the submitter needs make adjustments in their report, starting the entire approval flow again.
If the amount, currency and/or date needs to be changed, you need to click Unmatch to unmatch the expense report and the card transaction first before sending the report back to the submitter to change relevant matching fields.
If your Yokoy admin has configured the VAT form to display (Admin > Company > Enable VAT input tax deduction), you can review and adjust the VAT rate(s) and number. The VAT rate(s) and numbers are automatically extracted by Yokoy. Therefore, make sure to check them and correct if necessary.
If the company has been set up to allow posting dates other than the current date (Admin > Invoices > General settings, Enable posting date), then you can view and modify the posting date of an invoice. The posting date determines in which period the transaction is posted to.
3. Finalize your review
After you've verified the information in the report, you can mark the expense, invoice or trip expenses as ready for export by clicking Review. Trip expenses must be also individually reviewed before they can be sent for export as a collection.
Once expense reports, transactions, and invoices are ready for export, they are automatically moved from the Finance > Review tab into the Finance > Export tab.
✏️ Note
Learn how to use the Finance > Export tab. See How to export reviewed spend.