When a cardholder makes a purchase, the Expensemate system needs to be able to send that transaction to an appropriate manager for authorisation. That is where Review Groups come in.

In his article, we explore authorisations in detail to help managers understand how it all works.

Groups

Groups are used to assign cardholders and managers to different jobs, departments or cost centres so expenses can be signed off by the appropriate person and allocated to the correct area of the business.

If you are a manager of a group, you are responsible for signing off expenses in that group.

Users can be members of multiple groups to enable allocation to different areas of the business or jobs accordingly.

Cardholder expenses

When a cardholder makes a purchase on their Expensemate card, the system automatically picks up the transaction and fires a push notification to their smartphone prompting them to upload a receipt, input additional information and assign the transaction to the relevant group.

Upon submission of the expense, managers assigned to the selected group will have the opportunity to review the transaction and subsequently approve or decline it.

Review expenses in the portal

Review expenses in the app

Manager reviews

As a manager of a group, you can allocate expenses to the group you manage. However, for transparency and security reasons you cannot authorise your own expenses.

If you have a scenario where you are the manager of a group and you have an expense, these can be approved by the managers of the top-level group, known as the 'root group'.

If you are a manager in the root group, your expenses will be able to be approved by other managers of the same level. Therefore it is always best practice to have two managers in the top-level root group.