---
title: View and Manage Expense Requests
description: Manage and approve expense requests that have been submitted via mobile apps, and add missing expense requests if needed.
---
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# View and Manage Expense Requests
## Manage and approve expense requests that have been submitted via mobile apps, and add missing expense requests if needed.
---
### Table of Contents
> - [Settings Related to Expense Requests](https://knowledge.billiyo.com/knowledge/manage-expenses#settings)
> - [Accessing the Expense Tracking Page](https://knowledge.billiyo.com/knowledge/manage-expenses#access)
> - [Add an Expense Request](https://knowledge.billiyo.com/knowledge/manage-expenses#add)
> - [View and Manage Expense Requests](https://knowledge.billiyo.com/knowledge/manage-expenses#view)
> - [Approve an Expense Request](https://knowledge.billiyo.com/knowledge/manage-expenses#approve)
> - [Archive Expense Requests](https://knowledge.billiyo.com/knowledge/manage-expenses#archive)
> - [Unarchive an Expense Request](https://knowledge.billiyo.com/knowledge/manage-expenses#unarchive)
---
### Settings Related to Expense Requests
Within the expense request form, a field for "Service Auth" appears — allowing the expense request to be "tied" to a service authorization. If you'd like to require a service authorization is selected, you can!
> **Note**: If no service authorizations have been entered for a client, selecting a service authorization for that client will not be required even with this setting enabled.
To access the "Company Settings" page, [click here](https://www.billiyo.com/app/Company/CompanySettings.aspx) or in the left menu navigate to:
```
More > Company > Company Settings
```
Within this page, lick on the "Configurations" tab and then the  icon in the upper right corner of the screen.
On the pop-up that appears, locate the "Service Auth Required in Expense Tracking" field.
To enable this feature, check the checkbox and click on the  button.
### Accessing the Expense Tracking Page
In the left menu, navigate to the "Expense Tracking" page by going to:
```
Operation > Expense Tracking
```
### Add an Expense Request
To add a new expense request, click on the  button towards the upper right corner of the screen.
On the pop-up that appears, enter the information about the expense — the fields outlined in red in the image below are required.
|  |
| --- |
After filling out the expense information, click on the  button.
### View and Manage Expense Requests
Once an expense request has been added, it will appear within the table of the "Expense Tracking" page. Use the filters at the top of the screen to adjust the information that displays:
|  |
| --- |
For each expense within the table you can:
- Click on the  to the left of a table line to see expand and see additional details.
- Click on the , under the "Action" column, to edit. The following fields can be edited: "Expense Date", "Service Auth", "Expense Amount", "Service"
- Click on the , under the "Action" column, to delete.
Additionally, if you'd like to download the information within the table, use the  and  buttons in the upper right corner of the screen to choose what file type you'd like.
|  |
| --- |
### Approve an Expense Request
To approve an expense request, click on the  under the "Action" column.
On the pop-up that appears, check the "Approved" checkbox box. Then, click on the  button.
|  |
| --- |
Once an expense request has been approved, mobile app users will no longer be able to edit it.
> Learn more about the mobile app user experience here:
> [Add and View Expense Requests in Mobile Apps](https://knowledge.billiyo.com/knowledge/expenses-mobile?hsLang=en)
### Archive Expense Requests
Once expenses have been accounted for they can be archived.
To archive expense requests, start by using the filter fields at the top of the page to narrow down the table results to *only* the information that you'd like to archive.
> For the "Status" field, "Unarchived" should be selected.
|  |
| --- |
Once the expense requests you'd like to archive are the only results appearing in the table, click on the  button.
|  |
| --- |
Upon doing so, a confirmation message will appear. Click on the  button to archive the expense requests.
|  |
| --- |
Once expense requests are archived, they can be found in the "Archive" status.
|  |
| --- |
### Unarchive an Expense Request
If an expense request was archived in error, it can be unarchived.
To unarchive, start by using the filter fields at the top of the page to locate the expense request.
> For the "Status" field, "Archive" should be selected.
|  |
| --- |
After locating the expense request within the table, click on the  to the left of it. Then, in the expanded information that appears, click on the  button.
|  |
| --- |
Upon doing so, a confirmation message will appear. Click on the  button to unarchive the expense request.
|  |
| --- |
Once an expense request has been unarchived, it can be found in the "Unarchived" status.
|  |
| --- |
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