How to validate an expense?

In this article we explain how to filter the list of expenses using AI and the different ways to validate one or several expenses:

1. Filtering expenses with AI
2. Validating a single expense
3. Validating expenses in bulk
4. Validating a recurring expense

Depending on the approval policy there is in place at your company, you may need to validate employees's pending reimbursement requests or card transactions.

To view the list of expenses, click on "Validations". There are 3 separate views:

• All: both reimbursement requests and mobile app & card transactions
• Refunds: only reimbursement requests
• Transactions: only mobile app & card transactions

In the search and filter bar you can easily filter on the Review status "Pending". This way, you'll only see expenses that are awaiting validation of an admin. You can also add other filters if looking for specific expenses with the help of our AI Filter feature, you can also do it manually. 

💡 Expenses can be validated one by one or in bulk

1. Filtering expenses with AI

You can filter the list of all the expenses by using the filters manually, or by using our AI Filters feature.

In order to do this, you only need to type what it is you are looking for, just like you would do with any other AI tools using prompt. 

It could be a list of all expenses made by card on a certain date, and to a certain provider. It could be all the expenses below a certain amount, or above.

On the screenshots below you can see the prompt used to filter all the expenses by card only for November 2025.

If you want to remove the filters applied, you can click on the "x" next to them:

2. Validating a single expense

To validate a single expense, click on the expense:

• Approve if it complies with your company's mobility policy, and the employee has provided the necessary info (receipt/comment)
• Refuse if it does not comply
• Ask for more info in case you need additional information from the employee to make a decision. The status of the expense will then change to "info required", and the employee will receive an email and notification to review it
• Delete the expense (only use this for wrongly created expenses)

💡 Payment card expenses and app expenses cannot be refused or deleted

💡 Once the Refund status of an expense is "Reimbursed, it cannot be modified anymore

3. Validating expenses in bulk

To validate expenses in bulk:

• Select the expenses you want to validate
• Approve, reject or delete the expense

💡 If you also have a user account, you'll be able to switch between your admin and user dashboard in the bottom left corner of your web dashboard

4. Validating a recurring expense

To validate a recurring expense:

• Select the recurring expense you want to validate
• Select "approve just this expense" if you want to only approve the current one, or select "approve this and all future expenses" if you want to approve all of them at once.
• then click on "Approve"