Manager Review Card Transactions

Overview

When an organization enables Manager Approvals, assigned managers can immediately review their direct reports’ physical and virtual card transactions in Extend.

To enable managers: Go to the People tab in Organization Settings and assign a people manager to each org member.
Note: Only Owners, Admins, and Bookkeepers can assign or update people managers.
 

How to review card transactions

From the Home page, managers will be alerted to card transactions that need their attention in their Activity Feed. 

1. Managers will click Expenses to Review.
2. Managers will then be directed to the Card Transactions page, Needs Review tab.

Here, managers see any virtual and physical card transactions made by their direct reports.
 

What actions can managers take?

• Review a single transaction: Hover over a transaction and click the review icon ( ✅) or flag icon ( 🚩) to take action.
  
   
• Review in bulk: Use the checkboxes on the left to select multiple transactions, then apply a bulk action to review or flag them at once.
  
   

Once reviewed or flagged, transactions will no longer appear on the manager’s Need Review tab. The manager review status will display on the Automated Expense Reports and CSV exports for the accounting team to take any additional actions.

• Reject and request changes: When a manager selects the 🚩 flag icon to reject a transaction, they will be prompted to choose why the transaction is being rejected.
  
  
  
  These rejection reasons fall into two categories:

  Spender action required.These reasons indicate the cardholder must take action before the transaction can be reviewed again:

  • Missing receipt
  • Incorrect receipt
  • Missing expense categories
  • Incorrect expense categories
  • Note / justification needed

No spender action required. These reasons indicate the manager is documenting why the expense is not valid:

• Not a business expense
• Other

What happens after a transaction is rejected?

When a transaction is rejected:

• The cardholder is notified via email and their Activity Feed
• The rejected transaction moves to the top of the cardholder’s Tasks list

The cardholder can clearly see:

• The reason for the rejection
• Any notes left by their manager

Once the cardholder fixes the issue (for example, uploads a receipt, updates categories, or adds a note), the transaction is automatically resubmitted to their manager for review.

FAQs

1. Will managers be notified when a transaction needs review?
   Yes. Managers will see a notification in the Activity Feed on their Homepage whenever a new transaction requires their review.
2. Who can assign managers?
   Owners, Admins, and Bookkeepers can assign or update a manager for any org member from the People tab in Organization Settings.