Approve or reject an expense report

This quick start explains how a manager or admin can review pending expense reports and approve or reject them.

---

Before you start:

You need the Expense Report Admin role or equivalent permissions. See roles and permissions for details.

Expense report statuses

Every expense report has one of the following statuses:

Status	Meaning
To be reimbursed	The collaborator has submitted the report and it is waiting for review.
Reimbursed	The report has been approved and the reimbursement has been authorised.
Rejected	The report has been rejected by a manager or admin.
Cancelled	The report has been voided.

Find pending reports

1. Open the Reimbursements app in your RevasOS environment.
2. In the left sidebar select All expense reports.
3. The list shows every expense report in the organisation. Reports with the status To be reimbursed are the ones waiting for your action.

Tip:

Use the status filters at the top of the list to quickly narrow down to pending reports only.

Review and approve or reject

1. Click on the expense report you want to review.
2. Check the list of expenses included in the report: description, amount, date, and budget line (if any).
3. Choose one of the two actions:
   • Click Approve to authorise the reimbursement.
   • Click Reject to deny it.

When you approve a report, RevasOS automatically creates a corresponding invoice in the Invoices app and marks the report as Reimbursed.

Add a note to an expense report

If you need to leave feedback or request clarification before deciding:

1. Open the expense report.
2. Click Edit.
3. Add your note in the notes field.
4. Click Save.

The collaborator will see your note when they check the report status.

---

Related pages

• Create an expense report
• Manage collaborators' expenses
• Admin setup for Reimbursements