How Do I Approve Expense Entries?

BillQuick Online automatically routes expense entries to the persons responsible for reviewing and approving them. The next time they log into BillQuick Online, it reminds them via the Dashboard or email that expense entries are waiting for review.

Managers and executives always want all their expenses to be approved. You can auto-approve all time and expenses as you enter them by setting that option in the Global Settings-Time screen. If you want to approve expense entries only for a specific project, activate the ‘Auto Approval EL’ option on the Project-Details screen for the desired project.

To approve submitted entries:

1. Check out your Dashboard for submitted expenses.
2. If there are entries submitted to you, click to open them in the Expense Log screen.
3. Select your View By and Period criteria.
4. You can filter your entries by clicking Options and choosing ‘Submitted’ from the More Filters drop-down. This will display the expense entries awaiting your approval.
5. Review and edit the entries as required by clicking  on the grid.
6. When you have finished, select the entries on the grid and click Submit.
7. Choose the relevant option-Approve or Reject-and then click OK.

When you reject entries, you have the option of sending a message to the users. They will receive it the next time they log into BillQuick Online. The Workflow screen enables you to reference the rejected entries.

8. When you have finished, click Close. When the reviewer approves or rejects the expense entries, you can receive an email notification about it.

For timekeepers to be able to approve their own expense entries, they must have both ‘Allow to Approve expense entry’ and ‘Allow Approve My Expense Entries’ security permissions.