Show images
Editing
When you have activated expense review, you can edit and configure the settings at anytime. To do this:
1. From the left-side menu, select Expenses > Expense review.
2. Select Edit.
3. From here, you can access the 3 tabs (Expenses, Reminder, Review process) to configure your expense review process.
Add a spending policy
You can include a link to your spending policy so that approvers can use it as a reference when reviewing expenses. To do this:
1. From the Expenses tab, select Edit next to Spending policy link.
2. Enter the link to your spending policy and select Save changes.
Configure reminders
With reminders, you can send set rules to make sure users add the mandatory details to every transaction and configure automatic emails to notify users that need to add missing requirements to their expenses.
1. Select the Reminder tab.
2. Select Go to Reminders.
3. Select Customise to configure the rules and email reminders.
- You can set rules to decide which details are mandatory for every transaction. Whatever you select here will be displayed as mandatory to your users.
- You can set up email reminders to remind users about expenses they haven't completed. We’ll send two emails to remind users about expenses they haven’t completed: one on deadline day and one in advance (Pre-deadline).
4. After making your changes, select Save.
Configure the review process
You can customise the review process to suit your needs. For example, you can:
- Edit the name and description.
- Edit or add new conditions - conditions are things that need to be met in order to be included in the expense review process.
Note: If you set more than one condition, the expense will need to meet all of them in order to be included in the review process.
- Edit or add steps - steps define the workflow that the expense will go through. Here you can decide who will be the reviewer at each step of your process.
To configure your review process:
1. Select the Review process tab.
2. Select the more options (three dots) next to the process that you want to configure and then select Edit.
3. Select Edit next to the section that you want to configure. For example:
Edit details
- Select Edit.
- Enter the name and description and then select Save.
Edit conditions
- Select Edit.
- Edit, add or remove your conditions and then select Save.
Edit steps
- Select Edit.
- Select the step you want to edit or add a new step.
- Decide who can review this step and then select Save changes.
Tip: You can also include automation into your expense review process to streamline it further. Simply select the Configure automation option when editing your step. (see below).
- After making your changes, select Save.
Deactivate expense review
Expense review can be deactivated at anytime. When you deactivate the feature, your approvers will no longer be able to review expenses. If you want to deactivate expense review, follow these steps:
1. Select Deactivate 'Expense review'.
2. Confirm by selecting Yes, deactivate.
You can reactivate expense review at any time. Refer to this article for details: Set up the expense review feature.
How to change a Reviewer for an Expense review process
People move teams, take on new responsibilities, or leave the company altogether — and when they do, it’s important that your Expense review setup keeps up. If someone is no longer the right person to check team spending, you can easily update who’s assigned as the Reviewer.
Keeping Reviewers current ensures the right people are approving expenses, reducing delays and maintaining accountability.
It’s important to know that you won’t be able to delete a user from your Soldo account if they’re still listed as a Reviewer in any Active or Inactive Expense review process. You’ll first need to remove them from the review process. This guide shows you how to do that.
- From the left-side menu, select Expenses > Expense review.
- Select Configure.
- Select the Review process tab.
-
Select the 3 dots (more options) for the process you want to change, then select Edit.
- From the Steps section, select Edit.
-
Select the step you want you change.
- Make your changes, then select Save changes.
Show images
Editing
When you have activated expense review, you can edit and configure the settings at anytime. To do this:
1. From the left-side menu, select Expenses > Expense review.
2. Select Edit.
3. From here, you can access the 3 tabs (Expenses, Reminder, Review process) to configure your expense review process.
Add a spending policy
You can include a link to your spending policy so that approvers can use it as a reference when reviewing expenses. To do this:
1. From the Expenses tab, select Edit next to Spending policy link.
2. Enter the link to your spending policy and select Save changes.
Configure reminders
With reminders, you can send set rules to make sure users add the mandatory details to every transaction and configure automatic emails to notify users that need to add missing requirements to their expenses.
1. Select the Reminder tab.
2. Select Go to Reminders.
3. Select Customise to configure the rules and email reminders.
- You can set rules to decide which details are mandatory for every transaction. Whatever you select here will be displayed as mandatory to your users.
- You can set up email reminders to remind users about expenses they haven't completed. We’ll send two emails to remind users about expenses they haven’t completed: one on deadline day and one in advance (Pre-deadline).
4. After making your changes, select Save.
Configure the review process
You can customise the review process to suit your needs. For example, you can:
- Edit the name and description.
- Edit or add new conditions - conditions are things that need to be met in order to be included in the expense review process.
Note: If you set more than one condition, the expense will need to meet all of them in order to be included in the review process.
- Edit or add steps - steps define the workflow that the expense will go through. Here you can decide who will be the reviewer at each step of your process.
To configure your review process:
1. Select the Review process tab.
2. Select the more options (three dots) next to the process that you want to configure and then select Edit.
3. Select Edit next to the section that you want to configure. For example:
Edit details
- Select Edit.
- Enter the name and description and then select Save.
Edit conditions
- Select Edit.
- Edit, add or remove your conditions and then select Save.
Edit steps
- Select Edit.
- Select the step you want to edit or add a new step.
- Decide who can review this step and then select Save changes.
Tip: You can also include automation into your expense review process to streamline it further. Simply select the Configure automation option when editing your step. (see below).
- After making your changes, select Save.
Deactivate expense review
Expense review can be deactivated at anytime. When you deactivate the feature, your approvers will no longer be able to review expenses. If you want to deactivate expense review, follow these steps:
1. Select Deactivate 'Expense review'.
2. Confirm by selecting Yes, deactivate.
You can reactivate expense review at any time. Refer to this article for details: Set up the expense review feature.
How to change a Reviewer for an Expense review process
People move teams, take on new responsibilities, or leave the company altogether — and when they do, it’s important that your Expense review setup keeps up. If someone is no longer the right person to check team spending, you can easily update who’s assigned as the Reviewer.
Keeping Reviewers current ensures the right people are approving expenses, reducing delays and maintaining accountability.
It’s important to know that you won’t be able to delete a user from your Soldo account if they’re still listed as a Reviewer in any Active or Inactive Expense review process. You’ll first need to remove them from the review process. This guide shows you how to do that.
- From the left-side menu, select Expenses > Expense review.
- Select Configure.
- Select the Review process tab.
-
Select the 3 dots (more options) for the process you want to change, then select Edit.
- From the Steps section, select Edit.
-
Select the step you want you change.
- Make your changes, then select Save changes.