Review and track expense requests

Overview

Expense Management gives requesters, approvers, and finance teams one place to follow reimbursement requests.

The Dashboard shows:

Requests waiting for review.
Approved and rejected request counts.
The total approved amount for the year.
Each request's amount, submitted date, expense type, and status.
The current approval step and approvers, when approval is required.

View your requests

Sign in to the PayMongo Dashboard.
Open Expense Management.
Find the request under My Requests.
Select the request ID to open its details.

Use the request ID when you need help from your finance team or PayMongo support.

The summary cards at the top of the page show:

Card	Meaning
Pending review	Requests that are still waiting for approval.
Approved	Requests approved during the current year.
Rejected	Requests rejected during the current year.
Total reimbursed	The total amount of approved requests for the year.

Check a request

Open a request to review the information that was submitted. Depending on the request, the details can include:

Request ID and status.
Requester email.
Submitted date.
Expense type and budget code.
Merchant and business reason.
Destination bank, account name, and masked account number.
Receipt and supporting documents.
Line items, quantity, tax, and total amount.
Approval step and current approvers.

If any detail is wrong while the request is still pending, contact your finance team before it is approved. Do not approve a request with an incorrect amount or destination account.

How approval works

When approval is turned on, PayMongo sends the request through the workflow selected in Product Settings.

A workflow contains one or more stages. Each stage can require:

A decision from one named approver.
A decision from any one approver in a group.
A decision from every approver in a group.

Stages run in order. The next stage does not begin until the current stage is complete.

The request details show the current step and the people who can act on it. For example, Step 2 of 4 means the first stage is complete and the second stage is active.

Approve or reject a request

If you are assigned as an approver:

Open the request from the Dashboard.
Check the requester, business reason, budget code, receipt, item amounts, tax, and total.
Check the destination account.
Select Approve if the request is correct and allowed by your business rules.
Select Reject if the request should not be paid.

Only approve a request when you understand the expense and have enough information to support the decision.

Important

Final approval creates the payment transfer. Check the amount and destination account before approving the final stage.

If several people are assigned to a stage, the workflow decides whether one or all of them must approve. The request moves forward only after that rule is met.

Understand the status

Status	What it means	What happens next
Pending	The request is waiting for approval.	The current approver reviews it.
Approved	The required approvals are complete and PayMongo created the transfer.	Check the transfer or destination account when you need to confirm receipt.
Rejected	An approver declined the request.	No transfer is created. The requester can ask the approver for the reason and submit a corrected request if needed.

When approvals are off, a valid request moves directly to Approved and PayMongo creates the transfer after submission.

Payment after approval

An approved expense is paid from the source account configured for your organization.

The transfer uses:

The approved total amount.
The destination bank or PayMongo Wallet.
The destination account number and name.
The source account selected for Expense Management.

Approval and receipt of funds are separate events. Approved means PayMongo created the transfer. The time it takes to reach the recipient can depend on the receiving bank or wallet.

Keep the source account funded and within its sending limits. A missing source account, low balance, or account limit can prevent payment.

If a request stays pending

Open the request details.
Check the current approval step.
Check the current approvers.
Confirm that at least one required approver can access the request.
Ask the current approver to review it.

If the listed approver is wrong, update the approval workflow for future requests. Contact your finance administrator before changing a workflow used by active requests.

If an approved payment is not received

Check the following:

The destination bank and last four account digits.
The destination account name.
The source account balance.
The source account sending limits.
Your transfer records.

Have the expense request ID ready when contacting PayMongo support. Do not send a full bank account number through an unsecured message.

Review checklist for approvers

The requester and expense type are correct.
The business reason is clear.
The budget code is correct.
The receipt and supporting documents match the request.
The merchant, date, line items, tax, and total are correct.
The destination account belongs to the intended recipient.
The expense follows your business rules.
The source account can cover the amount.