Approvals give you one shared, controlled process for reviewing and authorising spending before money moves, covering card transactions, reimbursements, bills, budget top-ups, purchase orders, batch payments, and credit notes. Approvers get notified when an item needs review and act from the web app. This keeps spending under control and gives your team clear visibility into what needs attention.
How It Works
- Approvals tab: Review pending items from My approvals (assigned to you) or All approvals (everything you can see), covering team oversight, shared supplier invoices, and high-value spend reviews in one place. Check it regularly so approvals get actioned quickly and spending keeps moving.
- Assess the details: Approvers review receipts, coding, and any notes or documents the submitter added; clear expectations up front cut back-and-forth.
- Take action: From the web app, approvers approve, decline, or request changes. Declining saves the approver's comment for the submitter to see, so they know what to fix and it cuts resubmissions; approving a bill moves it to Scheduled for Payment, and a shared supplier invoice spanning teams is routed to whichever approver the rule applies to.
- Requesting changes: Moves the item to a "Changes Requested" status, shown in the History tab. The requester gets an email with the approver's comment, which also appears as an alert banner on the item's drawer, never as a push notification: bills and reimbursements have no decline-or-changes-requested push at all, and card transactions only push on a full decline, using a fixed line without the comment.
- Self-approval: A per-rule Prevent self-approval toggle decides what happens when the approver is also the requester, across every item type including card transactions: off, it auto-approves immediately; on, it reroutes to a delegate. Review this setting as your approval structure changes.
- Card transactions and refunds: A card transaction only goes through approval if it matches a configured rule, so an unmatched one completes without one. Refunds always trigger an approval and update your balance immediately regardless.
Good to know
- Mobile approvals: Budget top-ups, reimbursements, and card transactions can all be approved on the Weel mobile app today.
- Notifications: Email approval notifications can't be turned off entirely, but each approver chooses instant alerts, a daily or weekly summary, or both, from their own preferences. There's no separate reminder system beyond what's configured.
- Audit trail: Every approval is time-stamped, giving you an accurate record for reporting, compliance, and month-end close, so you can clear outstanding items with confidence.