EXPENSE MANAGEMENT · Workflow idea
Give employees a clear way to submit an expense claim, and give managers the context they need to approve or deny it. Finance can then take the appropriate next step.
01 / The starting point
An employee-submitted expense form
“The employee provides their name, expense description, amount, currency, date, and reference.”
02 / The work
Collects expense claims, presents the request to the assigned manager for an authenticated decision, and makes the outcome available for follow-up.
The employee enters the expense details, including its amount, currency, date, description, and reference.
Use your organization’s trusted process to identify the manager responsible for reviewing the employee’s request.
The manager receives the employee and expense information needed to make an informed decision.
The manager confirms their identity and makes an explicit approval or denial decision.
Use the manager’s decision to guide the appropriate finance, employee, or record-keeping follow-up.
03 / The result
The assigned manager explicitly approves or denies the request. The decision can guide finance follow-up; approval does not itself pay the reimbursement.
Finance · Example outcome
The assigned manager explicitly approves or denies the request. The decision can guide finance follow-up; approval does not itself pay the reimbursement.
Managers retain the approval decision. Finance remains responsible for any reimbursement processing.
04 / Make it yours
A few choices shape the work around your team.
Decide which employee and expense details reviewers need, and make those fields clear on the request form.
Establish how each employee’s request is matched to the trusted manager responsible for review.
Ensure managers can verify their identity and respond to requests through your organization’s approved process.
Decide how approved and denied requests should be handled by finance and communicated to employees.