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Overview

When a report has issues that the submitter can fix, requesting changes is the best approach. Unlike rejection, this action keeps the report intact and lets the employee make corrections and resubmit without creating a new report from scratch.
More collaborative than rejecting. Request Changes is the recommended action when the report is mostly correct but needs minor fixes. The submitter can modify expenses, attach missing receipts, and resubmit the same report.

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Steps

1

Open the Pending Report

Navigate to Approvals in the left sidebar and click on the report you want to review. Only reports with a Pending status can have changes requested.
2

Review the Report

Examine the report summary and individual expenses. Identify the specific items that need attention. Take note of which expenses require corrections so you can provide detailed feedback.
3

Click Request Changes

Click the Request Changes button in the top-right corner of the report detail view.
4

Add Comments Explaining What Needs to Change

A dialog appears where you can describe the required changes. Be specific about what needs to be corrected so the submitter can act quickly.Examples of good change requests:
  • “Please attach the receipt for the March 8 client dinner ($120).”
  • “The mileage rate used for the March 15 entry appears incorrect. Please recalculate using the current company rate.”
  • “The team lunch on March 20 needs attendee names listed in the description.”
5

Flag Specific Expenses (Optional)

If supported by your organization’s configuration, you can flag individual expenses within the report that need attention. This helps the submitter locate the exact items to fix.
  • Click the flag icon next to any expense that requires changes
  • Add a note specific to that expense
  • Flagged expenses are highlighted when the submitter opens the report
6

Confirm the Request

Click Submit Request to send the report back to the submitter. The report status changes to Changes Requested.
7

Report Returns to the Submitter

The submitter receives a notification with your comments and any flagged expenses. The report appears in their list with a Changes Requested status and they can open it, make the necessary corrections, and resubmit.

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What Happens Next

After you request changes:
  1. The report moves to Changes Requested status and leaves your approval queue
  2. The submitter receives a notification with your comments
  3. The submitter edits the report, correcting expenses, attaching receipts, or updating descriptions
  4. The submitter resubmits the report
  5. The report returns to your approval queue with a Pending status
  6. You review the updated report and approve, reject, or request further changes
No limit on rounds. You can request changes multiple times on the same report. Each round of comments is preserved in the report timeline so both parties can reference the full history.

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When to Request Changes vs. Reject

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Tips for Effective Change Requests

  • Be specific: Reference exact expenses by date, merchant, or amount so the submitter can find them quickly
  • Explain why: State not just what needs to change but why, especially if it relates to a policy
  • Use flags: Flag individual expenses when possible instead of describing them in a general comment
  • Be constructive: Frame feedback as guidance rather than criticism to maintain a collaborative working relationship

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What’s Next?

Approve a Report

Approve a report after changes have been made

Reject a Report

Reject a report when changes are insufficient