Decline comments let approvers give context when declining or requesting changes on a top-up, invoice payment, reimbursement, or card payment. The submitter sees your reason, so they know what to fix and can resubmit without the back-and-forth. You can do this from both the Weel web app and the Weel mobile app.
This feature is available to customers on the Premium and Enterprise plans.
Enabling decline comments (Admin only)
To use decline comments, an Admin must first enable the setting:
Log in to the Weel web app as an Admin.
Go to Settings.
From the menu, select AI Expense Complete.
Find the option Decline comments and resubmissions.
Toggle the setting On.
Once this is enabled, approvers will be able to add Decline Comments.
Declining or requesting changes on the web app
Navigate to the Approvals page.
Open the item awaiting your approval.
Click Decline.
Select Request changes or Decline and archive.
Explain your decision in the comment box.
Confirm Decline
Declining or requesting changes in the mobile app
Open the Weel mobile app and tap the Approvals tab.
Open the item awaiting your approval.
Tap Decline
Select Request changes or Decline and archive
Explain your decision in the comment box.
Confirm Decline
Request changes vs Decline and archive
- Request changes: sends the item back to the requester to update and resubmit. Use this when the expense is valid but needs a fix.
- Decline and archive: rejects and archives the item. Use this when the expense shouldn't go ahead.
What Happens Next?
If you requested changes:
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.
Note: If Card Blocking is enabled, declining a overdue card transaction with Request changes may block the submitter's cards until the expense is resubmitted.