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How to add a comment when declining an approval

  • Updated

The Decline Comments feature allows approvers to provide context when declining a top-up, invoice payment, reimbursement, or card payment request. This helps submitters understand the reason behind the decision, streamlining communication and reducing back-and-forth. This is currently only available when approving items from the web app.

 

Enabling Decline comments (Admin Only)

To use Decline comments, an Admin must first enable the setting:

  1. Log in to the Weel web app as an Admin.

  2. Go to Settings.

  3. From the menu, select AI Expense Complete.

  4. Find the option Decline comments and resubmissions.

  5. Toggle the setting On.

Once this is enabled, approvers will be able to add Decline Comments.

 

Adding a Decline Comment on the Web App:

  1. Ensure that your company has Decline comments and resubmissions enabled

  2. Navigate to Approvals under the Spend Management menu.

  3. Open the top-up, bill, reimbursement, or card payment awaiting your approval.

  4. Click Decline

  5. Select Request changes or Decline and archive

    • Request changes - sends the item back to the requester for re-submission

    • Decline and archive - archives the item

  6. Explain why you are requesting changes or declining the item in the comment box 

  7. Confirm Decline

 

What Happens Next?

If item has changes requested:

  • The submitter will receive an email and push notification with your comments.

  • The item will show as incomplete on both the web platform and the mobile app until the submitter updates and resubmits it.

  • The item will be resubmitted through the entire approval rule again.

If the item is declined and archived:

  • The submitter will receive a notification with your comments.

  • If the item is a...

    • Invoice payment or Reimbursement - it will be archived and not submitted for payment

    • Top-up request - it will be archived and budget limits will not be increased

    • Card payment - the payment has already processed so will remain unaffected. The expense report will be marked as declined and will export to your accounting software if integrated.

This feature is available for users on Premium and Enterprise.