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Xero Expense - Assign Approver for multiple submitters

Would love to see the option to assign an expense approver to multiple expense submitters or even an 'Approvalmax' approver matrix function added to Xero Expenses. Currently using Xero Expenses to administer over 100 employees expenses and need stronger controls than central finance approving all. Happy to help design/ test!

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Perry Cox shared this idea  ·   ·  Report…  ·  Admin →
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Accepted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi everyone, we appreciate the number of users that'd like to see more mechanisms to assign and control who approves specific employee's claims.

Our product teams have a close eye on this idea, and while this feature is not in the roadmap atm, they'll keep reviewing this as they continue to plan and prioritise work for Expenses. So, if there us any shift in status we'll share an update to keep you all informed on the idea, here.

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  • Alexis Luayon commented  ·   ·  Report

    This feature would help us segregate and group submitters to specific approvers. It would be best also that approvers will not see the other approvers assigned team.

  • Alexis Luayon commented  ·   ·  Report

    This feature would help us segregate and group submitters to specific approvers. It would be best also that approvers will not see the other approvers assigned team.

  • jim Alexander commented  ·   ·  Report

    Hey!

    I'm the developer/director of a tool called InBill.

    What you're asking for here is one of the many features of the software; I'd love to hear more about your requirements and give you a demo.

    https://inbill.com.au/

    Hope to hear from you soon.

  • Melanie Sutton commented  ·   ·  Report

    We've just added this to our subscription. This is a basic requirement so not being able to set an approver for submitters may determine whether we continue or have to find an alternative.

  • Amna Shabbir commented  ·   ·  Report

    At the moment my business use ApprovalMax for approvals for invoices and purchase orders, however, Xero hasn't made an API within expenses. Therefore ApprovalMax cannot create an approvals process for expenses. It would be great if they could, especially since ApprovalMax is very inexpensive. I have made this a suggestion but it hasn't had much traction.

    https://productideas.xero.com/forums/939198-for-small-businesses/suggestions/46450483-provide-an-api-within-expenses-for-apps-such-as-ap

  • Vicki Baber commented  ·   ·  Report

    Agree this is pretty basic, for owner/managed businesses I think this isn't an issue but I work in a small organisation (under 30 people) and even at this size we have multiple budget holders and therefore need to tailor approvers for expenses. We won't use Xero expenses because of this, which is a shame. It'd be good to know if Xero is seriously looking into changing this or not, based on the fact quite a number of customers would clearly use this functionality?

  • Charles Brudon commented  ·   ·  Report

    Same comment as what was said below by fellow users. I think this is a critical and urgent matter for Xero to address and develop (same as embedding a delegation of authority matrix in payables).

  • Sarah Eagar commented  ·   ·  Report

    Xero Expenses - you should not have the option to approve your own expenses. If you are a manager who approves others, it means you can approve your own which is crazy. There are no controls, which is a standard requirement in Finance so should be in a finance system.

  • Lisa Ford commented  ·   ·  Report

    I have just asked the same question! This would make Expenses more compliant with financial controls in organisations as other users have said. Also more streamlined and user friendly for Approvers in particular.

  • John Vivian commented  ·   ·  Report

    Also, if not explained above, add in limits to each Expenses User under which approval is not required.

    Happy also to help to design/test this function.

  • Fiona Show commented  ·   ·  Report

    We went for Zoho Expenses in the end and, so far, all seems fine. Our staff seem to like it, especially the mobile app to capture receipts on the go.

    It exports all the documents as attachments to Xero, including the approval. So you have the full audit trail within Xero.

    It does show 1 line in Xero per line item, rather than summarised by Account Code for the whole claim, which is slightly annoying but manageable.

  • Genevieve Ireland commented  ·   ·  Report

    we use dext and approvalmax, but the integrations to classic expenses is.. a little funky.

  • Kamara Cox commented  ·   ·  Report

    Not being able to set up approvers is a problem for us and we are currently looking at alternatives if anyone can recommend.

  • Sophie Leedham commented  ·   ·  Report

    How is this not part of the standard usage???? What a joke.

  • Emma Rosenblatt (Accounts) commented  ·   ·  Report

    We have just added this feature to our description but not being able to set an approver is a problem. we may have to cancel and find something else...

  • Lee Jaques commented  ·   ·  Report

    I looked at Xero Expenses recently to replace our current process and this is one of the main reasons I decided against it - seems a basic requirement

  • Megan Shell commented  ·   ·  Report

    This should definitely exist! And since I pay extra to have expenses, I shouldn't have to pay extra extra to use an addon from another company...

  • Christina Ashton commented  ·   ·  Report

    OPEN YOUR API TO APPROVALMAX!! Approvalmax users have been waiting a long time for you to do this!! Instead you leave your expenses in shambles and wont open your API so Approvalmax can solve this issue.

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