Approve Expense Sheets on Mobile

Approving Expense Sheets with the ClickTime Mobile Application lets Expense Sheet Approvers review, approve, and reject employee expense sheets from their phones. This article explains who can approve expenses on mobile, how to use the Approve > Expenses menu, and when to use the web application instead.

Where to find it: Install ClickTime Mobile from the App Store or Google Play. Open the app, sign in, then use the main menu to access Approve > Expenses.

Jump to:
Before you begin (approvers)
Accessing expense approvals on mobile
Reviewing expense sheets
Approving an expense sheet
Rejecting an expense sheet
Mobile limitations for expense approvals

Before you begin (approvers)

If you are an Expense Sheet Approver, you may be able to approve expense sheets directly from the mobile app.

Note: You can only approve expense sheets on mobile if you are set as the employee’s Default Expense Sheet Approver. Approver setup is managed in the web application.

If you do not see Approve > Expenses in the mobile menu, or are not receiving expense sheets to review, contact your ClickTime Administrator to confirm your approver setup.

Accessing expense approvals on mobile

To open expense approvals in the mobile app:

1. Open the main menu and look for the Approve section.
2. Tap Approve > Expenses to see expense sheets waiting for your review.

Reviewing expense sheets

Each expense sheet preview shows:

• Expense sheet owner name
• Date or period
• Title
• Total amount
• Number of items

Tap an expense sheet to open the details and review:

• Individual expense items and amounts
• Types, payment methods, and currency
• Attached receipts and descriptions
• Any comments added by the employee

Use View Receipts to scroll through all receipts on the sheet.

Approving an expense sheet

Once you have reviewed the items and receipts, you can approve the expense sheet directly from the mobile app.

1. Open the expense sheet from the Approve > Expenses list.
2. Review line items, receipts, and any comments.
3. Tap the Approve button.
4. Optionally add a note (for example, “Approved – will be reimbursed with next payroll”).
5. Tap Approve Expense Sheet to confirm.

The sheet moves to the Approved status. Depending on your configuration, the employee may receive an email notification and can see your decision and any notes from the web or mobile app.

Rejecting an expense sheet

If an expense sheet needs changes (for example, missing receipts or incorrect coding), you can reject it and send it back to the employee.

1. Open the expense sheet from the Approve > Expenses list.
2. Tap Reject.
3. Enter a clear note explaining what the employee should change (for example, missing receipts or incorrect coding).
4. Tap Reject Expense Sheet to send it back.

The sheet moves back to the employee as Open with your notes so they can correct and resubmit.

Mobile limitations for expense approvals

The ClickTime Mobile app is designed for quick review and approval, but some advanced actions still require the web application.

• You cannot configure who approves expense sheets from the mobile app. Approvers must be set up on the web version of ClickTime.
• Some advanced review workflows (such as approvals not routed to you as the Default Expense Sheet Approver) may need to be completed on the web at Company > Expenses.
• Expense sheet submission and approval are not available while you are offline. You must be online to submit and approve expense sheets.

For details on creating and submitting expense sheets, currency conversion, receipt uploads, and offline behavior, see Tracking Expenses with the ClickTime Mobile Application. For error messages and mobile-specific issues, see the dedicated Mobile Error Messages and Known Issues article.