> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Approve a Report

> Step-by-step guide to reviewing and approving an expense report

## Overview

When an employee submits an expense report, it appears in your approval queue. This guide walks you through the process of reviewing the report, verifying its contents, and approving it.

<Note>
  **Permissions required**: You must have an approver role assigned to your account. The Approvals section only appears in the sidebar for users with approval permissions.
</Note>

## Steps

<Steps>
  <Step title="Navigate to Approvals">
    Click **Approvals** in the left sidebar. A badge on the icon shows the number of items waiting for your review.
  </Step>

  <Step title="Open a Pending Report">
    In the approval queue, click on the expense report you want to review. Reports with a **Pending** status are waiting for your action. You can use the filters at the top to narrow the list by date, submitter, or amount.
  </Step>

  <Step title="Review the Report Summary">
    The report detail view displays a summary at the top with key information:

    * **Total amount**: The combined value of all expenses in the report
    * **Expense count**: How many individual expenses are included
    * **Submitter**: The employee who created and submitted the report
    * **Date range**: The period the expenses cover
    * **Description**: Any notes the submitter included
  </Step>

  <Step title="Review Individual Expenses">
    Below the summary, you will see a list of all expenses included in the report. Click on any expense to open its detail panel and verify:

    * The receipt image or document
    * The amount and currency
    * The category and description
    * The merchant name and date
    * Any policy compliance flags
  </Step>

  <Step title="Click Approve">
    Once you are satisfied with the report, click the **Approve** button in the top-right corner of the report detail view.
  </Step>

  <Step title="Add an Approval Note (Optional)">
    A confirmation dialog appears. You can add an optional note for the submitter, such as a comment about the review or a reminder for future submissions. This note is visible to the submitter in their report timeline.
  </Step>

  <Step title="Confirm the Approval">
    Click **Confirm Approval** to finalize. The report status changes from Pending to **Approved**.
  </Step>

  <Step title="Submitter Is Notified">
    The employee who submitted the report receives a notification that their report has been approved. If multi-level approval is enabled, the report advances to the next approver in the chain instead.
  </Step>
</Steps>

## After Approval

Once a report is approved:

* The report moves to **Approved** status in the submitter's report list
* If configured, the report is forwarded to the finance team for reimbursement processing
* An entry is added to the approval audit trail with your name, timestamp, and any notes
* The approved report and its receipts are archived in the [Vault](/guides/web-app/vault/overview)

## Tips for Approvers

<Tip>
  **Review receipts carefully.** Verify that each expense has a matching receipt and that amounts are consistent. Look for duplicate expenses and check that categories are correct.
</Tip>

* **Check policy flags**: Smartbills highlights expenses that may violate company policy. Review these carefully before approving.
* **Use notes**: Leave a note when you approve a report with minor issues so the submitter can correct their habits for next time.
* **Act promptly**: Pending reports delay employee reimbursements. Try to review submissions within your organization's expected turnaround time.

## What's Next?

<CardGroup cols={2}>
  <Card title="Reject a Report" icon="circle-xmark" href="/guides/web-app/approvals/reject-report">
    How to reject a report that cannot be approved
  </Card>

  <Card title="Request Changes" icon="comment-dots" href="/guides/web-app/approvals/request-changes">
    Send a report back for revisions instead of rejecting it
  </Card>
</CardGroup>