Verify expenses
Check approved claims, requisitions and retirements against the receipts and the policy, set the amount allowed and choose how it's paid.
Before you start
- Set up expensesThe policy, payout defaults and GL mapping decide what you're checking against, how it's paid and what gets posted when you verify.
- Set up expense categories and typesCategory limits and receipt thresholds produce the policy notes you review here.
- Set up employees and supervisorsThe employee's bank accounts on their HR record are the only accounts you can pay into.
In this article
After a line manager approves an expense document, it lands in finance's Verification queue. Verifying is where finance looks at the receipts, reduces or disallows lines that don't meet the policy, acknowledges any policy notes and picks the payout method. A verified claim is then ready to pay, and (when Accounting is connected) its journal is posted.
Steps
Open the verification queue
In the menu on the left, select Human Resources, then Expense, then Finance Workspace. The Verification queue tab opens first.
- Shortcuts to the Approvals inbox, Reports, Settings and the Module hub.
- To verify: documents approved and waiting for finance.
- Ready to pay: documents you've verified that are waiting for payout.
- The five tabs: Verification queue, Payout runs, All expenses, Advances ageing and Posting.
- Narrow the queue by kind (Claims, Requisitions, Retirements). Filters adds expense type, department, employee, age and amount. Export downloads the list.
Each row shows the number of attachments, any blocking findings (red) and any policy notes not yet acknowledged (amber). Select a row to open the document, then select Verify.
Decide each line
The Verify page shows each line with its receipts. Select a receipt to see it in the Receipt viewer beside the lines.
For each line under Line decisions, choose:
- Allow: pay the line as claimed (or as the approver left it).
- Reduce: enter a lower amount and pick a reason.
- Disallow: pay nothing for the line and pick a reason.
The reasons are Not per policy, Missing receipt, Duplicate, Personal expense and Other. Add a Comment for the employee if it helps: reasons and comments are shown to the employee, and they get an email when anything was reduced.
At the top right, Allowed after your decisions shows the new total and how much was cut.
Acknowledge policy notes
If the document has Policy findings (for example a missing receipt, a cap exceeded or a possible duplicate), tick I've reviewed these notes and want to proceed. You can't confirm until you do. Your acknowledgement is recorded against each note.
If there's a red Blocking findings on file notice, return the document to the employee instead.
Choose the payout
In the Payout panel:
- Method (required): Next payroll, Manual or Payment service. The policy's Default payout method is pre-selected. Payment service is only available if your subscription includes it.
- Payout account: one of the employee's HR-validated bank accounts, or Keep the employee's choice. Not used for Next payroll.
- Note (optional): saved on the document's history.
Confirm, return or reject
The bar at the bottom shows Allowing ₦… via …. Then:
- Confirm verification verifies the document. You'll see Verified. or Verified with reductions: the employee is notified with your reasons.
- Return sends it back to the employee to fix (not offered for requisitions). A comment is required.
- Reject closes it. A comment is required.
What happens when you verify
| Document | New status | Next step |
|---|---|---|
| Claim | Verified | Pay it out: see Pay out expenses. If every line was disallowed, it closes with nothing to pay. |
| Requisition (advance) | Verified for payout | Pay the advance. Once paid it becomes Outstanding until the employee retires it. |
| Retirement, employee spent less than the advance | Settling | Record the refund or raise a payroll deduction: see Pay out expenses. |
| Retirement, employee spent exactly the advance | Paid | Nothing to settle. The advance is retired. |
| Retirement, employee spent more | Verified | Pay the employee the overspend like a claim. |
When Accounting is connected, verifying a claim or a retirement posts its journal straight away. Verifying a requisition posts nothing. See Post expenses to the ledger.
Verify several at once
Tick documents in the queue. A blue bar shows N selected, then select Verify N as approved and pick a payout method. Each document is verified at the amounts the approver left. Anything with policy notes, blocking findings or filed by you is skipped: verify those one by one.
If something goes wrong
| Message | What to do |
|---|---|
| You can't verify your own document | Ask another member of finance to verify it. |
| Not awaiting verification | It hasn't been approved yet, or someone already verified it. |
| Line 2: pick a reason for the reduction. | Every reduced or disallowed line needs a reason. |
| Acknowledge the policy notes before verifying. | Tick the acknowledgement under Policy findings. |
What employees and managers see
The employee sees the Finance check step complete on their document, the Allowed amount per line and your reasons: see Track your expenses. The line manager sees the document move to With finance on Team expenses.