Are you a manager who needs to process your team's expense requests? Below, you'll find the steps for reviewing, approving and marking an expense request as reimbursed on the web platform.
Where to find requests to process
On the “Expenses” tab, the left-hand menu sorts requests by the stage they've reached.
“All requests” — every request, with no status filter.
“Requested” — the requests awaiting your decision. A counter shows how many are pending.
“To reimburse” — the requests you've approved, but haven't paid yet.
“Completed” — the requests that were reimbursed, declined or canceled.
A request therefore follows this path: “Requested” → “To reimburse” → “Completed”.
Review a request
Click the request to open the “Review expense request” form. The receipt included in the request appears to the left of the form.
Request details
The expense type, the subtype and the description.
The subtype is manager-only: employees don't see it and can't fill it in, so it always arrives empty on a request submitted by a member of your team. It adds a second level of classification under the type — a project, a client, a cost center.
Expense breakdown
These fields are filled in automatically by our smart scanner, straight from the receipt: the date, the supplier, the subtotal, the tips and the taxes.
The “Total requested” adds up the subtotal, the tips if there are any, and the taxes.
Two cases deserve your attention: when the detected supplier isn't in your organization's list, or when a tax code doesn't match any in your catalog, the scanner falls back to “Other”. Those are the values to reclassify.
The “Supplier”, like the subtype, is only visible to managers.
The “Taxes” block holds the taxes invoiced on the receipt. Each line pairs an amount with a code from your catalog — GST, QST, and so on. The “Add” button creates a new one.
Reimbursement
This is where you decide the actual amount to reimburse the employee. By default, the reimbursement equals the expense total.
Turn on “Refund a partial amount” to enter your own amounts: “Subtotal approved”, “Tips (optional)” and the taxes.
A second “Taxes” block then appears, separate from the expense one. The invoiced taxes are copied over as a starting point — adjust them as needed. It's this second block that feeds the “Total reimbursed”, not the one above.
Reimbursement options
If you reimburse through payroll — requires the Time and Attendance add-on. The “Payroll” method is already selected by default; all that's left is to choose the “Pay period” the reimbursement should be included in. The payment date then fills in automatically, five days after the end of the period — change it if needed.
If you reimburse another way — choose “External”. That's the option whenever the reimbursement doesn't go through payroll: bank transfer, cash, or any other means outside Agendrix. The pay period disappears and you set the “Payment date” yourself.
These two choices only appear if your organization is set up to reimburse through payroll. Otherwise, only the payment date needs to be filled in.
“Payment date”: on that date, the request is automatically marked as reimbursed.
Details
The “Location”, the “Position” and, if needed, a “Resource”. This is what feeds your reports.
Notes
A field that is “Visible to managers only (optional)”. The employee has no access to it — to write to them, use the comments instead.
Expense summary
A recap of the “Requested amount”. Once the request has been approved, a second “Reimbursed amount” block is added below.
The gap between the two is exactly what a partial refund produced. This is where you check it at a glance.
Approve or decline a request
At the bottom of the form, the “Approve” button saves your amounts and moves the request to the “To reimburse” section.
The “Decline” button asks you to confirm, then notifies the employee that their request has been declined.
Good to know
If you didn't set a payment date when approving, you can mark the request as reimbursed later from the “To reimburse” section, using the “Mark as reimbursed” button.
The comments, at the top of the form, are shared with the employee — that's where you ask for a clarification or explain a reduced amount.
The “Activity log”, next to it, isn't something you write in: it automatically records every change and who made it — handy to find out who changed an amount, or to check what the scanner had filled in.
An approved or reimbursed request opens in read-only mode; the “Edit” button re-enables editing.
Your employees' expense reimbursement requests can only be managed through the web app.
💡 Looking to create a request for an employee instead? You'll find the steps here.
To export your expense data, see What reports can I export using the Expenses module?
To process a mileage request, , see this article.