Alerts provide a quick visual guide to problems that may occur when managing your expenses. These alerts make sure your expenses align with company policies and to flag any issues that might need your attention.
For example, you may see an alert when creating or approving an expense.
Alert categories
Strict alerts (Red) 
These alerts indicate issues that usually need to be resolved before you can submit an expense. They typically appear when a required detail is missing, or a company policy has been breached.
Warning alerts (Yellow) ⚠️
These alerts serve as reminders or caution notes. They won’t stop you from submitting the expense, but they highlight something that might be worth double-checking.
Informational labels (Blue) ?
Blue labels are purely for information, offering helpful details like mileage or CO₂ impact. They don’t require any action but can be useful for tracking.
The aim of alerts is to help make managing your expenses easier. If you see a red alert, it will need to be addressed before submission, while yellow alerts are simply advisory, and blue labels are for information only.
Examples of alerts
Strict Alerts (Red)
Missing Description: This expense needs a description. Please add some details to proceed.
Spend Limit Exceeded: The expense goes over the allowable spend limit for this category. Check with company policy or adjust the amount if needed.
Duplicate Receipt: This receipt has been uploaded more than once. Make sure it hasn't been submitted already.
Missing Receipt: A receipt is required for this expense. Attach the receipt to continue.
Inactive Employee: The user linked to this expense is inactive, which blocks submission. Check the user details or reassign the expense if necessary.
Rejected: This expense was previously rejected. Review the reason and make any necessary updates.
Invalid Project/Task: The project or task code is either missing or incorrect. Double-check the code before moving forward.
Invalid Tag: The tag is either missing or incorrect. Double-check the code before moving forward.
Invalid Date: The claim date is missing or seems incorrect. Please enter a valid date.
Missing Quantity/Rate: Required quantity or rate information is missing. Fill it in to complete the claim.
Warning Alerts (Yellow)
Receipt Mismatch: The value of this receipt is different to the amount being claimed for. When you add a receipt, the system automatically fills in the total from the receipt. If you are not claiming the full amount, for example you are only claiming for one or two items from a weekly supermarket shop, change the Total to the amount you are claiming for. If you have mistyped the amount, correct it so it matches the receipt.
Old Receipt (Over 3 Months): This receipt is older than 3 months, which may be outside the allowed claim period. Double-check your company’s policy.
Weekend Expense: This expense was recorded on a weekend. Some companies have specific policies for weekend spending.
Split Line: This expense is part of a split transaction.
Unapproved Documents: There are documents associated with mileage claims which haven't been approved yet. This may include Driving Licence, Road Tax, or Insurance.
Refund: This expense has been marked as a refund.
No Commute: Commute details were expected but haven’t been provided.
Mileage % Difference: The calculated distance has been overwritten and may be worth a quick check.
VAT Code Mismatch: The VAT code on this expense doesn’t match the expected default. Please review and update if necessary.
VAT Rate Missing: A receipt is attached, but no VAT rate was applied when it should be. Check for accuracy.
VAT Amount Missing: A receipt is attached, but no VAT amount is claimed. Verify if VAT should be applied.
VAT Without Receipt: VAT is claimed without a receipt attached, which may be outside of policy. Attach the necessary receipt to proceed.
VAT Amount Check: The VAT amount appears to exceed the net or gross amount, suggesting a possible data entry error. Verify to ensure accuracy.
Mileage modified %: When a mileage has been entered that differs from the Google Maps calculation, the percentage difference between the two will be displayed.
Informational Labels (Blue)
CO₂ Emissions: Shows the carbon footprint of the expense, useful for tracking travel impact.
Mileage: Displays the mileage covered, which is helpful for keeping an eye on travel.
Approval Status: Indicates the current stage of approval for this expense.
Trip: Links the expense to a specific trip, allowing you to see all costs associated with one journey.