Although employees submit expenses one by one in real time (no more reports!) Admins can use our powerful filter tools to drill down to the expenses you want to approve in bulk.
In SVB T&E, we separate Corporate Card Transactions and Reimbursable Expenses in their own page for easy viewing and approving.
Corporate Card Transactions
On the Transactions page, you can see all Corporate Card Transactions in their approval stages.
- Needs Review shows all submitted transactions that need admin approval
- Pending Manager Review shows submitted transactions that need first level approvals prior to admin approval
- Awaiting Details shows transactions that have not yet been submitted by an employee. For these transactions, admins are able to remind, skip, or submit on behalf of the employee
- Completed shows all transactions that have been approved or returned by the admin
Reimbursable Expenses
Similar to Corporate Card Transactions, you can see all Reimbursable Expenses in their approval stages on the Reimbursable Expenses page.
- Needs Review shows all submitted reimbursements that need admin approval
- Pending Manager Review shows submitted reimbursements that need first level approvals prior to admin approval
- Completed shows all reimbursements that have been approved or denied by the admin as well as the payment status
Using Filters
In both expense pages you are able to sort the expenses by 'User', 'Category', and 'Trip' or use the Advanced Filters to expand your filter options.
Once a criteria is selected, SVB T&E will filter all the corresponding expenses. Apply as many filters as you need to create the curated view you wish to see. In this example the filters are: Status - Unapproved and Amount great than $100:
Or, you can select multiple items within the same filter. In this example the filters are for Kaley Submitter's expenses above $20 for expenses categorized as Airfare, Taxi, and Hotel:
Common uses of Search and Filtering include:
- View the Unapproved expenses by Custom Team or Expense Field
- View expenses by Category over a certain Date Range
- View expenses by Expense Field over a certain Date Range (and by User)
Bulk Edit, Approve, and Export
Once you have applied your desired filters you can:
1. Review that feed of expenses (click through them and see each in detail). To approve these in bulk, you can select all of the expenses and then approve them all, clicking the "approve" button.
2. Bulk edit Merchant, Category and other expense fields. Click the pencil icon next to the field you'd like to edit in bulk. Then make the change to all of the selected expenses.
3. Reassign the transactions to be approved by another person. Select the approver from the dropdown, add an optional note and click save to send those transactions to their Needs Review inbox.
4. Export that data to a .CSV or a PDF via the Export button (also in-line with the search bar). Our reports are a great way for you to get the raw data and preserve it off-line or share it with a third party. Read more about Exporting Reports here.
Clearing Filters
Use the "Reset" button to clear any filters and see the whole data set.