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Approving Expenses

If you have the Approver, Admin, or Owner role, you will receive approval requests when expenses are submitted that match your step in a policy chain.

When it is your turn to act, Klear sends you an email with the expense summary and a direct link to your approvals inbox. You are only emailed when it is your step — not at submission time if you are a later step in the chain.

Where to find pending approvals​

In the Klear Admin app, click Approvals in the left sidebar. The table shows all expenses currently waiting for your decision.

Columns shown:

  • Submitter — who filed the expense
  • Merchant — where the money was spent
  • Amount — in SGD
  • Step — which step in the chain you are reviewing (e.g. Step 1 of 2)
  • SLA — deadline by which you must act before the system escalates

Review an expense​

  1. Click View on the expense row to open the detail page
  2. Review the receipt, amount, category, and any policy flags
  3. Read any comments from the submitter or earlier approvers in the chain

Approve​

Click Approve. If there are more steps in the chain, the expense moves to the next approver. If you are the final step, the expense moves to Approved status.

Reject​

  1. Click Reject
  2. Select a Reason category:
    • Policy violation
    • Insufficient documentation
    • Duplicate expense
    • Out of policy
    • Other
  3. Optionally add a free-text comment
  4. Click Confirm rejection

The submitter is notified by email with your reason.

Request more information​

Click Request info on the approval row. Enter your question — the submitter receives an email with your message and a link back to the expense. The SLA clock is paused by 24 hours while you wait for a response. The expense stays in the current step until you take an approval action.

SLA deadlines​

Each step in the approval chain has an SLA in hours (set by your Admin in the policy). If you do not act before the SLA expires, the system inserts a warning comment and notifies your workspace Admin. Respond promptly to keep the process moving.

Delegating approvals​

If you are unavailable, set up a Delegation to route your approval responsibilities to a colleague.