Sometimes organisations need to retroactively approve expenses after they have been paid. This can be due to compliance reasons, or when an employee needs to be reimbursed. With the right tool, this can be easy and well-controlled.
When using QuickBooks Online with ApprovalMax, only approved expenses with an automatically generated audit report end up in QuickBooks Online. When all the expenses go through the approval process, they are tracked, and only relevant employee expenses get reimbursed.
Submitting expenses via ApprovalMax or Dext Prepare
Expense requests can be created and submitted for approval in ApprovalMax. You can also use Dext Prepare to digitally capture expenses and push them to ApprovalMax for approval. In ApprovalMax, you can configure the requesters’ access rights so they can only choose from certain Vendors as a Payee, or from a certain Location.
Multi-step and multi-level authorisation
When an expense has been submitted, approvers will get a notification and be able to review the expense, and either approve or reject it. They can leave a comment (optional), request changes to be made, and in case it’s rejected, give a reason for their decision.
When all approvals have been made, the approved expense is published to QuickBooks Online with the audit report, which is automatically generated.