Manage and approve expenses

Manage and approve expenses

Your finance team expenses can manage and reimburse the expenses submitted by your employees either in Expenses or from Home in the Tipalti Hub. You can also manage them from the Tipalti Expenses app if you have it on your mobile device.

  • Home is being gradually rolled out throughout 2025.
  • If you’re not using Home, you can approve expenses from Expenses.

View expense groups

Expenses are always submitted as groups and a group may include one or more expenses.

Expense groups are created during the submission process. Expenses submitted together will be grouped and paid in a single payment.

The Expenses tab provides you with a list of all expense groups submitted. You can view the details of a specific group by clicking on it.

Expense group statuses

Expense groups can have one of the following statuses that describe their current state:

  • Pending Approval — The group is awaiting approval on the expenses included in it.

  • Pending Settlement — Settlement for the expense group is still pending.

  • Processing Settlement — Payment of the expense group is currently being processed.

  • Settled — Payment of the group is completed.

  • Settlement Failed — Payment to the employee failed. Failures may result from missing bank account details, insufficient funds in the payer's account, etc.

  • Rejected — All expenses in the group were rejected.

Approve expenses one by one

To approve, you can:

  • Click the listing to open it, check the details, and click Approve.

  • If you don’t need to check the details, click APPROVE directly on the listing.

Approve multiple expenses

To approve multiple expenses, hover over an expense listing to display a checkbox on the left. Select all the expenses you want to approve, then click Approve selected.

Delegate expenses

Delegating expense management to other employees in your organization is easy to set up in the Tipalti Hub, allowing for increased productivity and better teamwork.

To delegate expenses to specific employees, simply:

  1. Go to the Employees settings screen in Procurement > Back Office

  2. Under Expenses permissions, click Specify delegated employees and select an employee from your organization

    3. Once saved, the delegated employee will have permission to create, view, edit, and manage expenses on behalf of another employee.

To approve/ reject expenses:

  1. Go to the Approvals tab.

  2. Tap the group you want to review. The list of expenses within the group is displayed.

  3. Review the information.

  4. Click Show more information" to review/ add/ edit coding fields.

  5. Click Approve.

    OR

    Click Reject and provide a reason for the rejection.

  6. Once the expense is approved/ rejected, your Finance team can review it and settle the payment.

To make sure employees receive their reimbursements in the next payroll, make sure to approve the expense group at least 9 business days before the payroll date.