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Who needs approval

People with the Expenses role can capture receipts but can’t send them on alone. When a team member whose only role is Expenses adds a receipt, it waits for an admin or accountant to approve it. The role picker on the Team page says the same: “Receipts from the Expenses role need an admin or accountant to approve them.” Receipts from admins, accountants and members don’t wait. They carry on as usual.

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What the person who captured it sees

Once eggz has read the amount, date and supplier, the receipt’s Process panel shows Waiting for approval, with the line “An admin or accountant approves it before it can go to Xero.” The Publish to Xero card doesn’t appear while it waits. If eggz couldn’t read one of those three, the receipt shows Needs review first. Add the missing amount, date or supplier and it goes for approval. Editing a receipt while it waits updates what the approver sees.

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Approving a receipt

Admins and accountants are told when a receipt is waiting. Approvers see it in two places:
  • The Approvals page, where the row is headed Team receipt and shows the supplier, who captured it, and the amount.
  • The Approve waiting expenses row in the eggheadz Tasks menu.
1

Open the receipt

Press View receipt on the row to check the picture, date, GST and line items before you decide.
2

Approve or reject

Press Approve and the receipt carries on like any other, and its Publish to Xero card appears. Press Reject to send it back.
3

Give a reason if you reject

Rejecting asks for a Reason, up to 500 characters. The person who captured the receipt reads it. Press Reject again to confirm, or Keep it to go back.
Only admins and accountants see Approvals and can decide. Anyone with either role can approve any team receipt.

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When a receipt is sent back

The person who captured it gets an email and an eggz notification titled “Your [supplier] receipt was sent back”. It carries the reason you gave and the line “Edit the receipt and it goes for approval again.” On the receipt, the Process panel shows Sent back with the reason. As soon as the receipt is edited, by anyone including an admin or accountant, it goes for approval again as a new request. The earlier decision stays in the receipt’s Activity.
If the person who captured an approved receipt edits it afterwards, it goes for approval again. An admin’s or accountant’s edit keeps it approved.