Mauve Insight Expense FAQs

Whether you’re submitting expenses or approving them, these FAQs explain the new process in Mauve Insight, answer common questions and help you find support when you need it.

For step-by-step instructions, please see our Help Centre article guides:

The expense process has moved from monthly expense forms to a fully digital process within Mauve Insight. This brings expense submission and approval into one place, making the approval process simpler and more secure.

Workers can submit individual expenses, upload receipts and supporting documents, track their expense status and view their expense history within Mauve Insight.

Approvers can review supporting information and approve or reject expenses securely within the platform, with approval activity recorded to provide a clear record.

The new process also strengthens security by ensuring that expense approvals are completed by authorised users and that expense information and approval activity are managed within Mauve Insight.

The monthly expense cut-off dates remain the same under the new process. Workers should submit expenses by the 8th of each calendar month, and expense approvals should be completed by the 12th of each calendar month.

You can find more details on the cut-off dates for expenses claims here - What is the monthly client cut-off date for payroll changes?

December cut-off dates are scheduled earlier to allow for festive closures. A notification with the revised dates will be sent out in November.

Your designated expense approver is pre-configured within Mauve Insight, so you do not need to enter their email address when submitting an expense. This helps ensure expenses are sent to the correct authorised approver for review and approval

Yes. Mauve Insight can be accessed from a mobile device, allowing workers to submit expenses while on the go.
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Workers can create expenses, enter the required details and upload supporting receipts or documents directly from their mobile device. Mauve Insight’s responsive design provides a consistent experience across desktop, tablet and mobile.
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A dedicated mobile app is also planned as a future enhancement, which will make submitting expenses even quicker and easier, including planned functionality for photographing receipts and automatically capturing key information.

At the moment, the system requires users to manually enter details from the receipts into fields.

We understand that manually entering information from individual receipts can be time-consuming, particularly when submitting a large number of expenses. Automatic receipt scanning and data extraction are planned as part of an upcoming phase of Mauve Insight’s development.

The aim is to allow workers to upload or photograph a receipt and have key information captured automatically wherever possible, making the expense submission process quicker and easier. We’ll update you further once this functionality is confirmed.

Yes. You can view your expense history within Mauve Insight, allowing you to see and keep track of your expense claims in one place

Under the new expense process, expense approvers need an active Mauve Insight account before they can review and approve expenses. This ensures that expenses are reviewed securely within the platform and only by authorised users.
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Most approver accounts have now been set up, but there may still be a small number of cases where an approver’s account needs to be activated or updated. This might show an error saying ‘my expense approver is inactive.’
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If you see an inactive approver error when submitting an expense, please contact the support team by raising a support ticket in Mauve Insight. We’ll check the approver details and arrange for any necessary account updates.

If an issue is preventing you from submitting your expenses by the relevant cut-off, please contact your usual Mauve representative as soon as possible, or raise a support ticket in Mauve Insight.

We can then look into the issue and advise you on the next steps.

Expense approvers now need a Mauve Insight login as part of Mauve Group’s ongoing commitment to securing our systems to the highest standards. This provides secure, authenticated access and ensures that only authorised users can access and approve expense information.

We recognise that some users found the previous method more convenient. However, this change strengthens platform security and provides greater protection for our clients and workers.

When completing the Assignment Form for a new worker, you’ll be asked to provide their Expense Approver details.

This ensures the correct approver is linked to the worker’s assignment from the outset. If the worker submits expenses through Mauve Insight, these can then be automatically routed to the nominated approver for review and approval.

Yes. Expense approvers can view the details of each expense, including any supporting receipts or documents, directly within Mauve Insight before approving or rejecting it.

Yes, you can select and approve multiple submitted expenses at the same time, making it quicker and easier to manage expenses across several workers.
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You can review the relevant expense details in the table, select the expenses you want to approve and approve them together in a single action, rather than opening and approving each expense individually.

If you’re unable to see the expenses you’re responsible for approving, please contact the support team by raising a support ticket in Mauve Insight.
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They will review your account and resolve the issue so you can access the relevant expenses.

We’re aware that some users are seeing an “[object Object]” error when submitting timesheets or leave requests in Mauve Insight.

This is a known technical issue and is currently being investigated. Our technical teams are working to identify and resolve the issue as quickly as possible.
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We’re sorry for any inconvenience this might cause you. You don’t need to take any further action at this stage, and we’ll let you know once the issue has been resolved.

Yes. Mauve Insight is continually being developed, and feedback from workers and clients is being used to help shape improvements to the expense experience.

Planned future enhancements include:

Further information about new features will be shared when the functionality and release arrangements are confirmed.

The updated process was communicated to workers and clients in the following ways:

The notification about the new expense process was sent to active workers and clients who had submitted or approved expenses within the previous 12 months. This approach was taken to ensure the information was sent to those actively using or involved in the expense process, rather than contacting workers and clients who do not use the expenses feature.
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If you were included in this group but haven’t seen the notification, please check your junk or spam folder and the email address linked to your Mauve Insight account. The email was sent from [email protected].
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If you can’t locate the email, or believe you should have been included in the original mailing list, please contact your usual Mauve representative for a copy. Alternatively, you can raise a support ticket in Mauve Insight.

If your question isn't answered above, there are a few ways to get support. We've created two articles on the Help Centre which may have the answer you need:

For further help, please use the relevant contact option below:

You can raise a support ticket directly in Mauve Insight:

Your request will then be reviewed by the team. You can also track replies from the same ticket area.

Your feedback is welcomed and will be shared with the relevant team to help shape the continued development of Mauve Insight.