WorkSmarter’s Expense and Mileage Tracker makes it easy for you to review, approve or decline, and reimburse in moments. Advanced features allow you to set auto-approvals for key staff and review in bulk.

Depending on your review frequency setting, you’ll receive a timed reminder letting you know that expense claims are ready to review from your staff. You’ll see a summary of the claims that are now due for approval. To approve, either click the Review Expenses link on this email or go to the Expenses section from your account.

Review an Expense Claim

1. Log in to your account, go to Services, then Expense Tracking and click on Expense Reports.

2. From here, you’ll see an option to select the employee you require.

3. Use the date filter to find the relevant claim/s you want to review, tick the box next to it to select the claim, click on the Bulk Actions menu, and select your action: approve, reject, download, mark as paid.

4. You can approve an employee’s claims in bulk or individually within your specified date range. A confirmation message will appear and a colour-coded status box will show on the report - red for rejected, green for approved.

5. Email notifications will be sent within your usual date settings. You can change your settings at any time.

Can I Approve Expenses Before the set Review Date?

Yes. A manager can approve an expense at any point in time regardless of the review frequency.

Can I see What Expenses Have Been Submitted Before I’m Notified?

Of course! You can keep track of claims as they’re submitted without having to wait for automatic notifications by running a downloadable expense claims report.

Simply go to the Reports tab, select Data Exports and scroll to Expense Reports to track both mileage and expenses.

• Enter the date range and choose how to filter the report.

• This returns a list of all receipted expenses claimed by your selected staff within the dates you set, with all the relevant details.