This article answers some of the most common questions about post-transaction review in Divvy.

Table of Contents

Post Transaction Review Basics

Reviewing Transactions

Manager Approvals

Post Transaction Review Basics

What is Post-Transaction Review?

Post-transaction review allows admins to designate transactions that must be approved in their Divvy account. When the feature is enabled, transactions will require two layers of approval after they have been coded and attached a receipt. The first step is either a Manager or Budget Owner review (depending on the role selected in your approval settings), followed by an Admin or Bookkeeper review.

Denied transactions are only labeled as denied in the Divvy platform and do not cancel or reverse transactions with the merchant.

How do I enable this feature for my account?

Admins can enable post-transaction review from Approvals settings. You can turn it on globally, for transactions over a certain dollar amount, or by a specific budget. Learn more about enabling and managing post-transaction approvals.

Approval Settings

Reviewing Transactions

How will I know if there are transactions that need my review?

There are no real time notifications that will let you know that transactions need your review, however, transactions that need your review will be included in your weekly reminder email if you have it activated. This email arrives on Monday mornings for any outstanding tasks you have in Divvy, including transaction reviews. You'll see a section of your email that reminds you of transactions to review.

Transaction Review List

You can also filter the Transactions page to list the transactions that need review from the Approval Status drop-down menu. To view transactions that require manager or budget owner approval, select the Needs approval option [1]. To view transactions that require administrator approval, select the Admin approval option [2]. You can also filter the page to view transactions that are already approved [3] or denied [4].

View Approval Status Filters

How do I review transactions?

It's pretty straightforward, here's a two minute video to explain how transactions are reviewed.

Which transactions require a review?

Reviews are only required for the transactions within your criteria and for transactions after you've enabled the feature. Transactions made previous to turning it on will not require reviews.

Why am I approving something when the money has already been spent?

It's true, the money is spent. Even denying the transaction doesn't get your money back. However, it's common that a transaction needs to be reviewed by the finance team to ensure it is coded correctly and within policy before exporting to the accounting software.

Can budget owners approve their own expenses?

By default, no. Budget owners will need a different owner from that budget to approve their transactions. You can override this by selecting the Allow Budget Owners to approve their own transactions option from your Approval settings. This will help in cases where you have a single budget owner in a budget and there is nobody to approve their transactions. In addition, Admins and Bookkeepers can approve any transaction that is in the Budget Approval status.

What does the Denied status mean?

We see two use cases for denying a transaction. First, a transaction is coded incorrectly or has the wrong receipt attached. You can deny it and it will kick back to the spender, allowing them to re-submit. You can leave a comment to tell them why it was denied. Second, some transactions fall outside of policy. You may want to deny the transaction to ensure you know which transactions you need to take action on. Perhaps you'll want to be reimbursed by the employee.

If a transaction is denied, how will my employees know?

When a transaction is denied, we send an email notification to employees letting them know their transaction was denied and include the comment you left on the transaction. The email will look like this:

Denied Transaction Notification

Which transactions can I approve or deny?

Depending on your post-transaction approval settings, you can require approvals on all transactions or transactions above a specific dollar amount. Transactions in any status, including incomplete transactions, can be approved or denied.

How will my Budget Owners know what transactions need their approval?

There are two ways. First, if you have the weekly Divvy email enabled, we'll send a list of transactions in their budget that they need to approve. Second, when you log into Divvy, you can filter by the Budget Approval status to see exactly the ones you need to look at. Both of these are true for Admins and Bookkeepers as well.

Manager Approvals

If I allow manager approvals, can budget owners still see and approve transactions from their budgets?

Yes, budget owners still can see and approve transactions and reimbursements in their budgets.

If a user doesn't have a manager designated, who will approve their transactions?

If a manager is not present on a user’s profile, the budget owner can still approve those transactions.

Do Manager Approvals apply to Divvy Reimbursements?

Yes, this manager approval setting also allows managers to approve reimbursement requests.

If you have additional questions or need help with using Divvy, please view our other Help Center articles or contact the Divvy Support team.

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