[{"data":1,"prerenderedAt":3879},["ShallowReactive",2],{"en-blog/expense-approvals":3,"en-global-content":860,"en-article-global-content":2289,"en-blog-article-more-articles-850961c4-ad89-4a0e-9294-8ac179da7176":2551,"en-blog-article-more-articles-208735311":3874},{"name":4,"created_at":5,"published_at":6,"updated_at":7,"id":8,"uuid":9,"content":10,"slug":847,"full_slug":848,"sort_by_date":42,"position":849,"tag_list":850,"is_startpage":27,"parent_id":852,"meta_data":42,"group_id":853,"first_published_at":854,"release_id":42,"lang":48,"path":42,"alternates":855,"default_full_slug":848,"translated_slugs":856},"How to streamline expense approvals","2022-10-24T15:56:34.867Z","2026-03-12T10:47:18.012Z","2026-03-12T10:47:30.203Z",208735311,"2313cfe0-d452-47e7-b88b-caacf89b840d",{"_uid":11,"roles":12,"title":4,"author":13,"topics":58,"content":80,"category":741,"language":765,"component":754,"heroMedia":768,"sidebarCta":774,"publishedAt":775,"readingTime":776,"redirectUrl":24,"listingImage":777,"metaDescription":778,"componentsAfterTheArticle":779},"34b000c5-e73f-4bc8-8a19-4f4a371c8486",[],{"name":14,"created_at":15,"published_at":6,"updated_at":16,"id":17,"uuid":18,"content":19,"slug":40,"full_slug":41,"sort_by_date":42,"position":43,"tag_list":44,"is_startpage":27,"parent_id":45,"meta_data":42,"group_id":46,"first_published_at":47,"release_id":42,"lang":48,"path":42,"alternates":49,"default_full_slug":41,"translated_slugs":50,"_stopResolving":57},"Patrick Whatman","2022-08-16T21:32:07.937Z","2026-03-12T10:47:19.386Z",176463342,"defd6ca5-10c7-4170-b8b3-9cbff845ea7c",{"_uid":20,"links":21,"picture":22,"lastName":28,"component":29,"firstName":30,"description":31},"f10c0984-7977-4455-b0e8-e2e6723f7235",[],{"id":23,"alt":24,"name":24,"focus":24,"title":24,"filename":25,"copyright":24,"fieldtype":26,"is_external_url":27},4467235,"","https://a.storyblok.com/f/146026/256x256/f69aad01b3/patrick-whatman.png","asset",false,"Whatman","author","Patrick",{"type":32,"content":33},"doc",[34],{"type":35,"content":36},"paragraph",[37],{"text":38,"type":39},"Patrick Whatman is a content marketer and writer. He lives in Paris, loves music, and writes his own brand of cultural criticism for fun. Tweet him @mrwhatman where he mainly talks digital marketing, American sports and New Zealand trivia.","text","patrick-whatman","blog/author/patrick-whatman",null,0,[],176408854,"f3cc375f-1a91-4728-8bde-a438e19e3012","2022-11-02T15:26:20.589Z","default",[],[51,53,55],{"path":41,"name":42,"lang":52,"published":42},"fr",{"path":41,"name":42,"lang":54,"published":42},"de",{"path":41,"name":42,"lang":56,"published":42},"es",true,[59],{"name":60,"created_at":61,"published_at":6,"updated_at":62,"id":63,"uuid":64,"content":65,"slug":68,"full_slug":69,"sort_by_date":42,"position":70,"tag_list":71,"is_startpage":27,"parent_id":72,"meta_data":42,"group_id":73,"first_published_at":74,"release_id":42,"lang":48,"path":42,"alternates":75,"default_full_slug":69,"translated_slugs":76,"_stopResolving":57},"Expense management","2022-10-19T17:57:51.580Z","2026-03-12T10:47:22.910Z",206171408,"850961c4-ad89-4a0e-9294-8ac179da7176",{"_uid":66,"name":60,"component":67},"1d1a3e21-352f-4cb9-aa7b-7c289d6480be","tag","expense-management","blog/topic/expense-management",-120,[],176456153,"3eab4956-fb03-4f41-b5a2-7a537d9ab106","2022-11-02T15:24:53.472Z",[],[77,78,79],{"path":69,"name":42,"lang":52,"published":42},{"path":69,"name":42,"lang":54,"published":42},{"path":69,"name":42,"lang":56,"published":42},{"type":32,"content":81},[82,89,97,116,137,147,148,157,164,181,198,202,206,210,215,232,236,257,267,284,289,293,299,318,322,327,331,342,346,351,374,399,407,411,419,431,436,440,448,452,457,470,480,484,488,493,516,526,530,534,542,546,576,581,585,595,599,604,618,627,637,641,645,650,654,664,677,681,686,696,700,714,719,723,727,735,736],{"type":35,"content":83},[84],{"text":85,"type":39,"marks":86},"Everyone knows how much of a pain it can be to deal with workplace expenses, especially the expense approval stage.",[87],{"type":88},"bold",{"type":35,"content":90},[91,93],{"text":92,"type":39},"Why? ",{"text":94,"type":39,"marks":95},"The endless delays.",[96],{"type":88},{"type":35,"content":98},[99,101,114],{"text":100,"type":39},"Delays for the employees waiting weeks to be ",{"text":102,"type":39,"marks":103},"reimbursed for expenses",[104],{"type":105,"attrs":106},"link",{"href":107,"uuid":108,"anchor":42,"target":42,"linktype":109,"story":110},"reimbursable-expenses-business","2a872b89-270c-436a-a48f-67f4ef1c5db3","story",{"name":111,"id":112,"uuid":108,"slug":107,"url":113,"full_slug":113,"_stopResolving":57},"Reimbursable expenses: how to manage claims for your business",208733151,"blog/reimbursable-expenses-business",{"text":115,"type":39},". Delays for the managers waiting until the end of the month for a clear overview of expense spending. Delays for the finance team having to chase people for the right expense documentation.",{"type":35,"content":117},[118,122,124,135],{"text":119,"type":39,"marks":120},"Sometimes, it feels like every step of the expense approval process is designed to take as long as possible.",[121],{"type":88},{"text":123,"type":39}," With all this waiting around, it’s no wonder ",{"text":125,"type":39,"marks":126},"managing business expenses",[127],{"type":105,"attrs":128},{"href":129,"uuid":130,"anchor":42,"target":42,"linktype":109,"story":131},"employee-expense-reports","fed13de1-910a-4998-83ed-ed339cf860d2",{"name":132,"id":133,"uuid":130,"slug":129,"url":134,"full_slug":134,"_stopResolving":57},"Employee expense reports: how to fix this broken system",208735204,"blog/employee-expense-reports",{"text":136,"type":39}," is one of the things employees complain about most often.",{"type":35,"content":138},[139,141,145],{"text":140,"type":39},"Fortunately, ",{"text":142,"type":39,"marks":143},"there are ways to manage workplace expense approvals securely and conveniently",[144],{"type":88},{"text":146,"type":39},", with zero delays.",{"type":35},{"type":149,"attrs":150},"blok",{"id":151,"body":152},"cb70acde-9ac0-4b7d-bb4b-1864be4c4e85",[153],{"_uid":154,"html":155,"component":156},"i-f916ba23-c9e0-450c-b938-f964f43786a1","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-df653d66-bc36-4954-a18b-1ce09cac506d\">\u003Cspan class=\"hs-cta-node hs-cta-df653d66-bc36-4954-a18b-1ce09cac506d\" id=\"hs-cta-df653d66-bc36-4954-a18b-1ce09cac506d\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/df653d66-bc36-4954-a18b-1ce09cac506d\" target=\"_blank\" rel=\"noopener\">\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-df653d66-bc36-4954-a18b-1ce09cac506d\" style=\"border-width:0px;\" src=\"https://no-cache.hubspot.com/cta/default/2694209/df653d66-bc36-4954-a18b-1ce09cac506d.png\"  alt=\"New call-to-action\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, 'df653d66-bc36-4954-a18b-1ce09cac506d', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->","embed",{"type":158,"attrs":159,"content":161},"heading",{"level":160},2,[162],{"text":163,"type":39},"What are expense approvals?",{"type":35,"content":165},[166,168,179],{"text":167,"type":39},"Expense approvals are a crucial step in the ",{"text":169,"type":39,"marks":170},"expense management",[171],{"type":105,"attrs":172},{"href":173,"uuid":174,"anchor":42,"target":42,"linktype":109,"story":175},"startup-finances-ceo-expense-management","8e2524bc-cdda-4935-a5e6-877dd6254e14",{"name":176,"id":177,"uuid":174,"slug":173,"url":178,"full_slug":178,"_stopResolving":57},"Startup finances: A CEO’s guide to effective expense management",208733234,"blog/startup-finances-ceo-expense-management",{"text":180,"type":39}," process. It’s where managers track and approve employee spending.",{"type":35,"content":182},[183,185,196],{"text":184,"type":39},"If there’s not already a good ",{"text":186,"type":39,"marks":187},"expense management policy",[188],{"type":105,"attrs":189},{"href":190,"uuid":191,"anchor":42,"target":42,"linktype":109,"story":192},"expense-policy-guide","4a84f287-5289-4327-8d93-7fb2a67dae5e",{"name":193,"id":194,"uuid":191,"slug":190,"url":195,"full_slug":195,"_stopResolving":57},"Company expense policy: A guide for modern businesses",208735308,"blog/expense-policy-guide",{"text":197,"type":39}," in place at your company, things can get messy.",{"type":35,"content":199},[200],{"text":201,"type":39},"In a classic expense management workflow, there are several parts to the approval process. After the employee spends money related to business and submits their expense report, they must wait for a manager’s approval before they receive reimbursement from the finance department.",{"type":35,"content":203},[204],{"text":205,"type":39},"The expense approval step is an important piece of the puzzle. It should be as straightforward as possible.",{"type":35,"content":207},[208],{"text":209,"type":39},"Modern companies do not need to adhere to these clunky processes and long waiting periods. There’s a better way: automated expense approvals.",{"type":158,"attrs":211,"content":212},{"level":160},[213],{"text":214,"type":39},"Why track employee expenses?",{"type":35,"content":216},[217,219,230],{"text":218,"type":39},"Most companies choose to stick with the boring old ",{"text":220,"type":39,"marks":221},"expense report process",[222],{"type":105,"attrs":223},{"href":224,"uuid":225,"anchor":42,"target":42,"linktype":109,"story":226},"expense-report-process","9b42b8b7-e924-4563-b9fb-c2a622c1dfa6",{"name":227,"id":228,"uuid":225,"slug":224,"url":229,"full_slug":229,"_stopResolving":57},"17 ways the expense report process hurts your business",208785651,"blog/expense-report-process",{"text":231,"type":39},". While this is clearly still a common way to deal with expenses, it's far from ideal.",{"type":35,"content":233},[234],{"text":235,"type":39},"Expense reports come with significant problems for your business. Most obviously, they cost a huge amount of time to file and process.",{"type":35,"content":237},[238,240,247,249,255],{"text":239,"type":39},"But even worse, ",{"text":241,"type":39,"marks":242},"expense claims",[243],{"type":105,"attrs":244},{"href":245,"uuid":42,"anchor":42,"target":42,"linktype":246},"https://www.spendesk.com/glossary/expense-claims/","url",{"text":248,"type":39}," are seriously prone to error, and even downright fraud. Some individuals admit to claiming up to ",{"text":250,"type":39,"marks":251},"$25,000 in false expenses",[252],{"type":105,"attrs":253},{"href":224,"uuid":225,"anchor":42,"target":42,"linktype":109,"story":254},{"name":227,"id":228,"uuid":225,"slug":224,"url":229,"full_slug":229,"_stopResolving":57},{"text":256,"type":39}," every year. Which is a pretty horrifying amount.",{"type":35,"content":258},[259,261,265],{"text":260,"type":39},"And they're just annoying for employees - both travelers who claim and the finance team members who process them. ",{"text":262,"type":39,"marks":263},"Expense reports put a real dampener on what should otherwise be productive wor",[264],{"type":88},{"text":266,"type":39},"k.",{"type":35,"content":268},[269,271,282],{"text":270,"type":39},"Which is why we're certain that ",{"text":272,"type":39,"marks":273},"expense automation",[274],{"type":105,"attrs":275},{"href":276,"uuid":277,"anchor":42,"target":42,"linktype":109,"story":278},"expense-automation","079ff6df-3317-4964-a599-6cecb4f58707",{"name":279,"id":280,"uuid":277,"slug":276,"url":281,"full_slug":281,"_stopResolving":57},"Expense automation: How to automate expense reports and approvals",208735305,"blog/expense-automation",{"text":283,"type":39}," is a smarter choice that leads to more streamlined expense approvals. And even better, give your teams their own expense cards and eliminate expense reports altogether.",{"type":158,"attrs":285,"content":286},{"level":160},[287],{"text":288,"type":39},"Pre-approved expenses vs manual approvals",{"type":35,"content":290},[291],{"text":292,"type":39},"When it comes to approving expenses, there are options. Approval can be granted before the expense or afterwards.",{"type":158,"attrs":294,"content":296},{"level":295},3,[297],{"text":298,"type":39},"Pre-approved expenses",{"type":35,"content":300},[301,303,316],{"text":302,"type":39},"Pre-approval means that even before the employee spends money, the expense is already authorized and ready to go. A manager has already verified that the expense is necessary, complies with the ",{"text":304,"type":39,"marks":305},"expense policy",[306],{"type":105,"attrs":307},{"href":308,"uuid":309,"anchor":42,"target":310,"linktype":109,"story":311},"/blog/expense-policy-basics","f5a24a40-4ca3-4616-a4a9-b6e19397cbc9","_self",{"name":312,"id":313,"uuid":309,"slug":314,"url":315,"full_slug":315,"_stopResolving":57},"Expense policy 101: understanding the basics",208731673,"expense-policy-basics","blog/expense-policy-basics",{"text":317,"type":39},", and fits within the budget.",{"type":35,"content":319},[320],{"text":321,"type":39},"There’s no guesswork involved. The budget is updated in real time and everyone maintains visibility.",{"type":158,"attrs":323,"content":324},{"level":295},[325],{"text":326,"type":39},"Manual expense approvals",{"type":35,"content":328},[329],{"text":330,"type":39},"There are a few more steps involved in manual expense approvals. But, it doesn’t have to be a laborious process.",{"type":35,"content":332},[333,335,340],{"text":334,"type":39},"Manual approvals come ",{"text":336,"type":39,"marks":337},"after",[338],{"type":339},"italic",{"text":341,"type":39}," the expenditure. The employee provides proof (usually a receipt), and submits it to their manager. The manager checks and then approves the expense. The manager sends it on to the finance team, who also must approve the expense.",{"type":35,"content":343},[344],{"text":345,"type":39},"The good news? With an automated process, this can be quick and painless.",{"type":158,"attrs":347,"content":348},{"level":160},[349],{"text":350,"type":39},"How to automate expense approvals",{"type":35,"content":352},[353,355,366,368,372],{"text":354,"type":39},"With modern ",{"text":356,"type":39,"marks":357},"spend management tools",[358],{"type":105,"attrs":359},{"href":360,"uuid":361,"anchor":42,"target":42,"linktype":109,"story":362},"spend-management-software","a3acaca7-80c8-4a56-b8db-3b1da7d9e324",{"name":363,"id":364,"uuid":361,"slug":360,"url":365,"full_slug":365,"_stopResolving":57},"10 top spend management software solutions",208736523,"blog/spend-management-software",{"text":367,"type":39},", ",{"text":369,"type":39,"marks":370},"every step of the process becomes instantaneous.",[371],{"type":88},{"text":373,"type":39}," No matter who you are or what your job is, it saves you valuable time and effort.",{"type":35,"content":375},[376,378,382,389,391,397],{"text":377,"type":39},"If a team member is out in the field and needs to make a work-related purchase, ",{"text":379,"type":39,"marks":380},"they can use a ",[381],{"type":88},{"text":383,"type":39,"marks":384},"debit expense",[385,388],{"type":105,"attrs":386},{"href":387,"uuid":42,"anchor":42,"target":42,"linktype":246},"https://www.spendesk.com/product/employee-debit-cards/",{"type":88},{"text":390,"type":39}," ",{"text":392,"type":39,"marks":393},"card",[394,396],{"type":105,"attrs":395},{"href":387,"uuid":42,"anchor":42,"target":42,"linktype":246},{"type":88},{"text":398,"type":39}," just like a typical credit card. If the purchase is within their pre-approved budget for the month, it’ll be processed as quickly and easily as any other Mastercard purchase.",{"type":35,"content":400},[401,403],{"text":402,"type":39},"But if the purchase does require approval, a push notification is sent to their manager to review and approve in real time. ",{"text":404,"type":39,"marks":405},"This means no uncertainty, and no waiting around.",[406],{"type":88},{"type":35,"content":408},[409],{"text":410,"type":39},"For managers and finance teams, the software tallies and processes team expenses in real time as expenses are paid and approved.",{"type":35,"content":412},[413,417],{"text":414,"type":39,"marks":415},"This gives you a detailed, up-to-date total of expenses at any time.",[416],{"type":88},{"text":418,"type":39}," You can say goodbye to nasty expense surprises at the end of the month.",{"type":35,"content":420},[421],{"type":149,"attrs":422},{"id":151,"body":423},[424],{"_uid":425,"caption":24,"autoplay":27,"noShadow":27,"component":426,"thumbnail":427,"playerType":428,"onPlayEvent":24,"externalVideo":429,"internalVideo":430,"playButtonText":24},"165d740c-71c8-428d-aba2-e59a59b38673","video",[],"inline","https://www.youtube.com/embed/BwhH7bSYE-k?feature=oembed",{"id":42,"alt":42,"name":24,"focus":42,"title":42,"filename":24,"copyright":42,"fieldtype":26},{"type":158,"attrs":432,"content":433},{"level":160},[434],{"text":435,"type":39},"The expense tracking tools you need",{"type":35,"content":437},[438],{"text":439,"type":39},"The top tools use a range of handy features to make every step of the expense tracking and approval process seamless, easy, and above all, fast.",{"type":35,"content":441},[442,444],{"text":443,"type":39},"This includes a ",{"text":445,"type":39,"marks":446},"centralized real-time dashboard, prepaid expense cards, instant receipt scanning, and a virtual credit card facility.",[447],{"type":88},{"type":35,"content":449},[450],{"text":451,"type":39},"Let’s take a closer look at each of these features in turn.",{"type":158,"attrs":453,"content":454},{"level":295},[455],{"text":456,"type":39},"Centralised expense dashboard",{"type":35,"content":458},[459,461,465,466],{"text":460,"type":39},"All expense purchases should appear in real time in the web or mobile dashboard, ",{"text":462,"type":39,"marks":463},"with",[464],{"type":88},{"text":390,"type":39},{"text":467,"type":39,"marks":468},"all expense information gathered in one handy place.",[469],{"type":88},{"type":35,"content":471},[472],{"type":473,"attrs":474,"marks":478},"image",{"id":42,"alt":475,"src":476,"title":42,"source":42,"copyright":42,"meta_data":477},"new-tab-feature-product-spendesk","https://get.spendesk.com/hubfs/new-tab-feature-product-spendesk.png",{},[479],{"type":88},{"type":35,"content":481},[482],{"text":483,"type":39},"Rather than waiting until month’s end to get a sense of company expenditure, managers and finance teams can keep a close eye on who spends company money and what they’re spending it on, all in real time. This makes the expense approval process a breeze.",{"type":35,"content":485},[486],{"text":487,"type":39},"This integrated dashboard also lets managers plan for recurring expenses in a simple and easy way. For example, managers can view all employee subscriptions in one place, and will receive notifications when these are about to expire.",{"type":158,"attrs":489,"content":490},{"level":295},[491],{"text":492,"type":39},"Debit expense cards",{"type":35,"content":494},[495,497,508,510,514],{"text":496,"type":39},"Remember the pre-approved expenses mentioned above? ",{"text":498,"type":39,"marks":499},"Prepaid expense cards",[500],{"type":105,"attrs":501},{"href":502,"uuid":503,"anchor":42,"target":42,"linktype":109,"story":504},"prepaid-employee-expense-cards","e2f54429-63a4-4f81-9983-239d65cdf2ee",{"name":505,"id":506,"uuid":503,"slug":502,"url":507,"full_slug":507,"_stopResolving":57},"Prepaid employee debit cards vs company credit cards",208733137,"blog/prepaid-employee-expense-cards",{"text":509,"type":39}," let ",{"text":511,"type":39,"marks":512},"managers tailor the expense budgets allocated to each team member",[513],{"type":88},{"text":515,"type":39}," and for each category of expenditure.",{"type":35,"content":517},[518],{"type":149,"attrs":519},{"id":151,"body":520},[521],{"_uid":522,"caption":24,"autoplay":27,"noShadow":27,"component":426,"thumbnail":523,"playerType":428,"onPlayEvent":24,"externalVideo":524,"internalVideo":525,"playButtonText":24},"32a8a877-b3fb-4b0c-b40e-3ad917d7ee06",[],"https://www.youtube.com/embed/QF4WiG32R80?feature=oembed",{"id":42,"alt":42,"name":24,"focus":42,"title":42,"filename":24,"copyright":42,"fieldtype":26},{"type":35,"content":527},[528],{"text":529,"type":39},"For example, a sales manager could set a monthly travel allowance reflecting the additional travel requirements of the team. Whereas the marketing team lead could set a monthly allowance for marketing costs.",{"type":35,"content":531},[532],{"text":533,"type":39},"This not only puts managers in the driver’s seat, it also gives employees the freedom to spend company funds within set categories without having to ask permission first.",{"type":35,"content":535},[536,540],{"text":537,"type":39,"marks":538},"Tools like Spendesk also allow for new spending requests to be approved automatically or manually",[539],{"type":88},{"text":541,"type":39},", whichever you prefer.",{"type":35,"content":543},[544],{"text":545,"type":39},"Managers can even set spending limits to zero, meaning every expense request will send a push notification to the manager’s smartphone for instant verification. 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