Expense control
- Can I use the Expense control tool without activating virtual cards?
- Can I limit the use of my employees’ cards? Can I do it by categories?
- Can I add multiple comments to an expense?
- Can I make payments in a currency other than euros with Expense control?
- What conversion is applied when making a payment in a currency other than euros?
- What roles exist in Expense control?
- Is it possible to use Expense control without having to load funds into the associated account?
- Is it possible to block a card if it is lost or stolen in Sesame’s Expense control?
- Grant access to Expense control
- Is it possible to use the cards on websites to make purchases?
- Can I reassign cards or users to other employees?
- Do my employees have access to information about available funds when making expenses, or is this information reserved for general roles only?
- What information is shown in the Summary section?
- Do I need to verify my identity to access Expense and Card management? How do I do it?
- How can I export my expenses?
- How can I manage a reimbursement?
- How can I assign users to Expense control?
- How can I assign a card to a user?
- Where are the expense notes stored?
- How does Expense control work?
- How can I break down an expense?
- How can I send expenses to the Export queue?
- How to set up Expense control?
- How do limits and periods work when assigning a card to an employee?
- What are company validators and how can I configure them?
- How can I download the report and expense receipts?
- I’ve been assigned as a company validator, how can I view the expenses I need to validate?
- How can I view the ticket of an already-exported expense?
- Can I export expenses that are still pending approval?
- Can I set approval levels for the expenses submitted by my team?
- How can I create approval teams and who are they made up of?
What are company validators and how can I configure them?
The Company validators feature allows you to assign specific employees to be responsible for validating company expenses.
Only General roles or Expense managers can activate Company validators from: Expense control >> Configuration >> Validators >> Company validators.
From here, you can add any employee in the company and assign them expenses based on specific amounts using the following options:
- All
- Expenses above [amount]
- Expenses below [amount]
- Range
How can I view the expenses I need to validate?
As an expense manager and validator, in the Summary view, you’ll see two tables:
- Transactions table: shows all transactions being carried out in the company, whether with Sesame cards* or entered manually, regardless of their status.
- My validations table: shows only the expenses you are responsible for validating and their current status.
Expense statuses
When an expense goes through multiple validations, it’s possible for two or more validators to assign different statuses. In this case, the most restrictive status will always prevail, in the following order:
- Rejected
- Needs details
- Pending
- Approved
Here are some examples of possible combinations and results:
| First validator | Second validator | Third validator | Result | |
| 1 | Accepted | Accepted | Rejected | Rejected |
| 2 | Accepted | Accepted | Needs details | Needs details |
| 3 | Needs details | Rejected | Accepted | Rejected |
| 4 | Rejected | Needs details | Needs details | Rejected |
| 5 | Needs details | Accepted | Needs details | Needs details |
For example: if two validators approve an expense but a third rejects it, the expense will be rejected.
When does an expense go to the Inbox? What about the reimbursement list?
When the company validators function is enabled, expenses will only move to the Inbox once they are either approved or rejected.
If the option is enabled but no validator has been assigned, expenses will be "orphaned" (without validators) and will go directly to the Inbox.
If you edit the amount or the employee linked to an expense after it has already moved to the Inbox, the expense must be validated again by all validators.
Similarly, expenses will only move to the Reimbursement list once they have been validated by all assigned validators.
*Feature availability depends on local conditions and may vary by country.