The Review step is an optional step that sits before the first approval step in the Expense Claim Workflow.
When configured, a Reviewer checks the Expense Claim request and can make permitted edits before forwarding it to the approval sequence.
The Review step is added to the workflow by default, but can be removed if your Organisation does not require a review stage.
Adding Reviewers
In the Review step, click on Add a Reviewer to add the users who will review Expense Claim requests.
Setting a review deadline
Click the clock icon on the Review step to set a deadline. By default, no deadline is set. You can set a deadline in hours or days, counted from the date the claim enters the Review step.
Configuring the review and coding matrix
Click the Matrix icon on the Review step to open the Review and coding matrix. This controls which request each Reviewer is matched to.
Each Reviewer has a row with the following conditions:
Requester — the user who submitted the claim
Expense type — Out of pocket or Corporate card
Employee — the employee the claim is submitted for
Supplier — the supplier on the expense line
Account — the Xero account on the expense line
Tax — the tax rate on the expense line
Amount — the total claim amount in Organisation currency
For every field, the available conditions are Any, Matches, or Does not match, except for Amount, where the options are Any, Over or equal to, Under, and Between.
At the bottom of the Review matrix, click on Add the default Reviewer to designate a fallback Reviewer for the step. The default Reviewer is automatically assigned to a claim when no other Reviewer matches the matrix conditions.
Once you have finished configuring the matrix, click Done to save your changes, then activate/update the workflow to apply them.