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How to complete manager-only custom fields before approving a transaction

  • Updated

Complete a required manager-only custom field directly on the transaction, as explained in Understanding Why Some Transactions Don't Require Approval, to unblock your approval.

Steps

There's no separate screen for this. Manager-only custom fields sit right on the transaction, alongside its other custom fields, and are visible only to Owners, Admins, Accountants, and approvers, never to the cardholder who made the purchase. If one is required and empty, you'll need to fill it in yourself, since the cardholder never had access to it. If you're an Expense Assistant with delegated access to someone's expenses, you'll see and can complete the same fields they would.

Web app

  1. Go to Approvals and open the pending transaction (or open it from the Transactions page).
  2. In the transaction details drawer, check the Expense report section for the field.
    • If it applies to a line item rather than the whole transaction, you'll find it as a column in the line items table instead.
  3. Fill in the field.
  4. Click Approve.
    • Approve already works even with the field empty, so fill it in regardless, it's still needed for accurate records.

Mobile app

  1. Naviagate to the Approvals tab and open the pending transaction from your Pending list.
  2. Complete the manager-only custom field shown inline with the transaction's other fields.
    • You'll see a warning next to the field and a banner reading "This item has manager-only custom fields that require completion before approval," and Approve stays greyed out until it's filled in.
  3. Tap Approve.

What happens next

Completing the field unblocks Approve immediately on mobile; on web, Approve already works regardless, so it's easy to miss unless you check for it. Either way, this is a separate, later step from the fields the cardholder already completed to get the transaction into your queue.

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