---
title: "Approving and rejecting expenses"
slug: "approving-and-rejecting-expenses"
updated: 2026-04-28T06:51:48Z
published: 2026-04-28T06:51:48Z
canonical: "help.cintra.co.uk/approving-and-rejecting-expenses"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Approving and rejecting expenses

As an approver, you will receive an email when you are required to approve an expense. You must review the expense claim and decide whether to approve or reject it.

> **Note**: If you’re not receiving notifications, check your spam/junk folders and check your [User Settings > Preferences](/capture-expense/docs/account-preferences) to make sure notifications aren’t turned off.

### Approving and rejecting on web

1. The email from Capture Expense will contain details about the approval and a link for you to access it. You can also access your approvals by clicking Approvals in the side menu.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(267).png)

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(476).png)

1. Select the relevant expense(s) to read more information about it.
2. In the action menu on the right, click either **Approve** or **Reject**.
  - If you are rejecting an expense, enter a suitable reason.
3. Click **Approve** / **Reject**. The claimant will be notified.
  - Approved expense claims will be added to **Expenses > Archived** tab.
  - Rejected claims will be return to the user’s **Expenses > Draft** tab with a flag marking it as rejected.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(269).png)

### Approving and rejecting on mobile

1. As with the web above, you will receive an email with a link to take you to the expense you need to approve.
2. Within the main menu of the app, all your outstanding approvals will be shown.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(272).png)

1. Tap the select button at the top-right.
2. Tap each receipt you want to approve.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(273).png)

1. Either tap **approve** or **reject**. You must enter a reason if you are rejecting an expense.
2. Any completed approvals will be removed from your list, and users will be notified about approved / rejected approvals.
  - Approved expenses appear in the **Archived** section, and rejected expenses can be found under **Drafts** (where the user can edit and re-submit them)