A new and more efficient expense submission process. Instead of reviewing a monthly expense form containing multiple expenses, workers will now submit each expense individually through a digital online form as soon as it is incurred. This means expenses can be reviewed and approved throughout the month, providing improved visibility, faster processing, and a simpler approval experience.
Follow the steps below to review and approve expense claims submitted by your workers.
Step 1: Access the Expenses Page
Log in to Mauve Insight and select Expenses from the navigation menu. This page will display all expense claims awaiting your review, as well as any previously approved or rejected expenses.
Step 2: Review Submitted Expenses
When a worker submits an expense claim, it will appear in your expense list with a status of Submitted.
Select the expense to view:
Expense details.
Supporting comments.
Attached receipts and documentation.
Currency and reimbursement information.
Please review all information carefully before making a decision.
Step 3: Review Supporting Documentation
Open and review any attached receipts or supporting documents to ensure the expense complies with your organisation's expense policy and is a valid business expense.
Note: Expenses should be submitted in the currency in which reimbursement will be made. Where a receipt is in a different currency, both the original and converted amounts may be displayed on the claim.
For more information, see:
Step 4: Approve or Reject the Expense
Once you have reviewed the claim, select either:
Approve to approve the expense for processing.
Reject if the expense requires amendment or cannot be approved.
The worker will be notified of the outcome.
Step 5: Meet the Monthly Approval Deadline
IMPORTANT: Workers must submit their expenses by the 8th day of each month, and all expense claims must be approved by the 12th day of each month.
Any individual expenses that remain unapproved after this date may be processed with the following month's payroll cycle.
For more information on submission and approval deadlines, please visit:
Step 6: Notifications and Updates
You will receive notifications when expense claims are awaiting your review.
To improve security and provide a full audit trail, all expense approvers are now required to have a Mauve Insight platform account. This ensures that expense approvals are completed only by authorised users and that all approval activity is recorded within the platform.
If you do not currently have a Mauve Insight account and are responsible for approving expenses, please contact your Mauve representative.
That's It!
You can now review, approve, and track expense claims directly within Mauve Insight, providing a faster, more secure, and more transparent approval process for both workers and approvers.
If you have any questions or require assistance, please contact your usual Mauve representative.