Manage and approve 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.

There are three tabs in Expenses: Pending approval, Pending reimbursement, and Reimbursements.

1. You can review employee expense groups in Pending approval tab.
2. Once approved, they’ll automatically move to the Pending reimbursement tab.
3. Expenses that are ready to settle are moved to the Reimbursements tab, which shows the status and history of all reimbursements.  

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 Reimbursement — Settlement for the expense group is still pending.
• Processing Reimbursement — Payment of the expense group is currently being processed.
• Reimbursed — Payment of the group is completed.
• Reimbursement Failed — Payment to the employee failed. Failures may result from missing bank account details, insufficient funds in the payer's account, etc.
• Marked as Reimbursed — The expense was paid outside of Tipalti. 
• 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.

Delete expenses

You can permanently delete eligible expenses from the Pending reimbursement tab and delete failed reimbursements from the Reimbursements tab in the Tipalti Hub. 

Select one or multiple expenses to delete, then from the side panel, click More actions > Delete expenses.

Please note that deleted expenses can’t be restored, and some items must be deleted in batches. Expenses that have already been synced to your ERP must be deleted separately through your ERP.

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

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

To approve/ reject expenses:

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.

You'll also receive timely push notifications when expenses are pending approval. The reminder links to the relevant expenses in the Pending approval tab, saving time and ensuring employees get reimbursed on time.

Approval reminders are available for both Android and iOS. To receive reminders, you'll need to allow push notifications from the Tipalti app in your device settings.