The policy check, already done
Every claim is checked against your policy when it is submitted, before it reaches the approver.
Expense approval workflows that follow your hierarchy
You decide who approves what, level by level. Xpense routes each trip, claim and advance through those levels, reminds approvers who are late, and logs every action.
Workflows
Levels, set per module and per company
An approval workflow can have several levels: a manager, a department head, finance. You configure the workflow separately for each module and for each company.
Workflows support delegation. An approver who is going to be away hands their approvals to someone else for that period.
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Approval levels, with delegation.
What an approver gets
A summary from AeonX IQ
AeonX IQ writes a summary on each expense report for the approver.
The request on WhatsApp
The approval request arrives on WhatsApp with a link. The link opens the request in Xpense.
A reminder when it is late
Xpense sends a reminder when an approval passes its SLA.
On WhatsApp
The request arrives with a link
The approver gets a WhatsApp message that says what is waiting. The link in the message opens the request in Xpense, where the approver signs in, reads it and approves or rejects it.
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An approval request with a link into Xpense.
Records
Who approved, and when
Approvals and actions are logged. Every trip, expense and advance has a timeline that shows each step, the person who took it and the time.
Access is role-based, so the log can be read by the people whose role allows it.
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The log of an expense report.
In the portal
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The approvals list in the portal, with demo data.
Questions about policy and approvals
When is a claim checked against policy?
When it is submitted, before it reaches an approver. Every claim is checked against the policy you have configured.
Is the policy check done by AI?
No. The policy check is rule-based. It applies the rules and limits you set up.
Can approvals have more than one level?
Yes. Approval workflows are multi-level, and you configure them per module and per company.
What if an approver is away?
Approval workflows support delegation, so an approver can hand their approvals to someone else while they are away.
What happens when an approval is left waiting?
Xpense sends a reminder when an approval passes its SLA.
Can an approver act from WhatsApp?
The approval request arrives on WhatsApp with a link. The link opens the request in Xpense, where the approver signs in and approves or rejects it.