Two Approvers in Your Workflow: Using the Reviewer Function
If your organization requires an additional layer of control before expense reports are approved, you can enable the Auditor function in Expense. This feature introduces a two-step approval workflow, where reports must first be reviewed before they can proceed to final approval. The Auditor function helps strengthen internal controls, improve compliance, and ensure that expense reports are checked before reaching the approver.
What Is the Auditor Function?
The Auditer function adds an extra workflow step between the user and the approver.
With this setup:
- 👀 Reports are reviewed before approval
- ✅ Approvers only receive reviewed reports
- 🔒 Additional internal control is introduced
- 📊 Review and approval responsibilities can be separated
This is particularly useful for organizations with stricter governance or financial control requirements.
How to Enable the Auditor Function
Step-by-Step
- Go to the Home Page
- Open the Admin Dashboard
- Click Enable Auditer
✅ The Reviewer functionality is now activated.
Configure Auditor Permissions
Once the feature has been enabled, designated users must be given reviewer permissions.
Assign a Reviewer
- Go to Administration > People
- Open the user's profile
- Enable Can Audit
- Save the changes
✅ The user can now be selected as a reviewer.
Enable Review Notifications
To ensure auditors are notified when reports require attention:
- Open the reviewer's profile
- Enable:
Wants email notification when reports are ready for approval
✅ The auditor will now receive email notifications when reports are waiting for review.
Assign Auditors to Users
After activating the Auditor function:
- 👤 Every user must have an assigned auditer
- 👀 Reports will automatically be sent to the designated auditer
- ✅ Approval can only take place after the review step has been completed
This ensures a consistent review process across the organization.
How the Workflow Changes
Once enabled, the workflow becomes:
↓
Reviewer
↓
Approver
Standard Process
- 👤 User submits the report
- 👀 Reviewer reviews the report
- ✅ Approver performs final approval
Only reviewed reports can move to the approval stage.
Important for Administrators
When the Auditors function is active:
- ⚠️ Administrators cannot approve reports that have not been reviewed
- ✅ Reports must first pass through the reviewer stage
- 🔍 Administrators retain full visibility into the process
This helps maintain the integrity of the approval workflow.
Track Review Status
A new report status becomes available when the feature is enabled:
✅ Reviewed
Once a reviewer has completed their review:
- The report status changes to Reviewed
- The report becomes available for approval
- The status is visible in List All
This makes it easy to track progress through the workflow.
Review Reports via Web or Mobile
Reviewers can complete reviews using:
- 🌐 Expense Web Portal
- 📱 Expense Mobile App
This provides flexibility and allows reviews to be completed wherever work is being performed.
Administrator Access
Even with the Auditor function enabled, administrators still have full administrative capabilities.
Administrators can:
- 👀 View reports
- ✏️ Edit reports
- 🔧 Make corrections
- 📊 Monitor workflow activity
✅ The additional review step does not restrict administrative oversight.
Benefits of Using Reviewers
🔒 Stronger Internal Controls
Separate review and approval responsibilities.
✅ Improved Accuracy
Reports can be checked before reaching the approver.
👥 Clear Ownership
Define who reviews and who approves.
📊 Better Compliance
Ensure all reports follow established procedures.
💡 Best Practice Tips
- ✅ Assign reviewers based on department or responsibility area
- 📧 Enable email notifications for all reviewers
- 👥 Ensure every user has a designated reviewer
- 🔍 Regularly review reviewer assignments
- 📊 Monitor the Reviewed status to identify workflow bottlenecks
❓ Frequently Asked Questions (FAQ)
Can a reviewer also be an approver?
Yes, depending on your organization's configuration and internal policies.
Is the Reviewer function mandatory?
No. It is an optional feature that can be enabled when an additional review step is required.
Can reviewers work in the mobile app?
Yes. Reports can be reviewed through both the web portal and the Expense mobile app.
What happens if a user does not have a reviewer assigned?
All users must have an assigned reviewer when the Reviewer function is enabled, otherwise reports may not proceed correctly through the workflow.
Can administrators still edit reports?
Yes. Administrators retain full access to view, edit, and correct reports.
✅ Summary
- 👀 Add a review step before approval
- ✅ Enable the Reviewer function via the Admin Dashboard
- 👤 Assign users with Can Audit permissions
- 📧 Enable reviewer email notifications
- 📊 Track reports using the Auditor status
- 🌐 Review reports via web or mobile app
- 🔒 Improve internal controls with a two-step approval workflow