Approving or rejecting expenses

By monitoring expenses, hiring managers can identify spending trends and allocate resources more effectively, to ensure compliance with company policies and reduce the risk of overspending.

Expense types

To ensure accurate allocation of costs, these expense types are available in Professional:

General expenses

They cover any business-related costs that are not directly tied to workers or employees but are necessary for operations, such as project-related fees or office supplies. Only suppliers can submit general expenses in the Supplier Network app.

Worker expenses

They cover any costs related to employee or worker compensation, such as background checks, supplier fees, or reimbursable expenses. Workers can submit them in the Talent Experience app and, sometimes, suppliers can submit them on behalf of workers in the Supplier Network app.

Expense status and record management

The system assigns a Pending status to all submitted expenses. To promote accurate record-keeping practices, submitted expenses can’t be deleted.

Accessing expense records

Hiring managers and program office users can find all pending, approved, rejected, and invoiced expense records in the Time & Expenses hub in Beeline Professional. Additionally, all expenses pending approvals are included in the Tasks area of Professional. Typically, hiring managers and program office users can approve or reject expenses.

Approval models

This process supports both single-approval and multi-approval models, depending on tenant configuration. Multi-approval is a tenant-specific feature and might not be enabled by default. If you started using Beeline before April 1, 2026, multi-approval is not enabled by default. To enable it, a configuration change is required. Contact your Beeline Customer Support Manager to request this change. If not enabled, the system uses the default single-approval process.

Single-approval process

In the single-approval process, an expense is routed to a designated approver or role based on the customer’s configuration. The approver reviews the expense and either approves or rejects it. If approved, the process ends. If rejected, the worker is notified and the process ends.

Multi-approval process

With multi-approval enabled, expense approval follows a sequential process. After submission, the expense is first reviewed by the hiring manager or accountable person. If rejected at this stage, the worker is notified and the process ends. If approved, the expense is routed to a second-level manager. A rejection at this level also notifies the worker and ends the process. Final approval at the second level triggers a worker notification and updates the expense status to Approved in the system.

Corrections and resubmissions

Expenses can be rejected and resubmitted multiple times. However, expenses can’t be rejected after the approval has been finalized. Instead, approved expenses must be corrected to ensure that any changes are amended in a way that maintains data integrity and record accuracy. Workers and suppliers can correct expenses in the Talent Experience and Supplier Network apps respectively. Program office users can correct expenses using the Import Data tool in Professional. For more information, see About corrections and Correcting expense records.