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Expenses

Standard Expense Authorisation Workflow

ExpensesApprovals

This workflow is a standard part of Sense, switched on by default rather than something you install separately. It tells Sense to check every expense request employees submit through the Expenses mobile app, and route it to the right approver based on who they report to and how much the expense is for.

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How it works

Review the approval routing then let Sense chase it up

  1. To use the Standard Expense Authorisation Workflow, simply confirm your managers and admins are set up correctly, since the routing runs on Sense's default rules rather than settings you configure yourself.

  2. Then, every time an employee submits an expense through the mobile app, Sense will automatically send it to their manager, or to admins if they have no manager, as an email and a Todo task.

  3. If the expense is under £100, then the manager's decision closes the request and the employee gets a confirmation email; if it's £100 or over, then admins are looped in for a second approval before the employee is notified.

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More expenses workflows

See all expenses workflows
Admin Expense AlertsSense emails every admin when an expense is requested, then again once it's approved or declined, so admins can track requests without checking manually. NotificationsExpenses Custom Expense Requests (Admin Approval)Sends expense claims logged on a fully customisable Expenses screen straight to your Admin team, who approve, decline or send them back to edit. ExpensesApprovals Custom Expense Requests (Manager Approval)Sends expense claims logged on a fully customisable Expenses screen straight to the line manager, who approves, declines or sends them back. ExpensesApprovals

Common questions

What kicks this workflow off?

An employee submitting an expense request through the Expenses mobile app. Sense checks who they report to and the value of the expense to decide where it goes next.

Who approves the request?

If the employee has a manager, the manager approves first. Employees without a manager have their request go straight to admins.

Does every expense need admin sign-off?

Only expenses of £100 or more. Anything under that amount is closed out by the manager's decision alone, with the employee notified straight away.

What happens once it's approved or declined?

The employee receives a confirmation email with the outcome. For higher-value expenses that needed both manager and admin approval, the employee is only notified once both steps are complete.

Can someone else action a request if the usual approver is away?

Yes. Any admin can action another admin's outstanding Todo, so approvals don't stall if someone's out of office.