Overview
Mark As Ready lets you finalize an expense so it’s ready for review and processing. When you mark an expense as ready, Custodia confirms policy requirements (e.g., receipt, Activity binding, coding) and moves the expense to your Ready queue for approvers and Finance to act on according to your company’s workflow.
Who sees it?
Employees can mark their own expenses as ready. Managers/Approvers and Finance will see the expense in their respective review queues once all requirements are met.
When to Use
Use Mark As Ready after you’ve: - Attached the required receipt(s) - Selected the correct Activity (if your company uses Activities) - Completed expense details (e.g., category, cost center, project) as required by your company - Added any additional required notes or fields
If something is missing, Custodia will prompt you to complete it before allowing you to proceed.
Web (my.custodia.ai)
- Sign in to the web app.
- Go to Expenses from the top navigation.
- Using the hover menu click edit expense to open Expense Details.
- Complete any required fields:
- Receipt: drag & drop or upload from your computer.
- Activity: select the relevant Activity from the list.
- Details: category, cost center, line item, budget, notes (as required).
- Click SAVE then Mark As Ready.
- Resolve any prompts (e.g., missing receipt). Once all requirements pass, the expense moves to Ready for Review status.
Bulk Mark As Ready (Web)
- In Expenses, use the dropdown menu in the upper right hand corner
- Click Mass Updates > Mark as Ready
- Custodia will validate each expense and show any items that need attention. Fix issues and re-run as needed.
Mobile App
- Navigate to Reports > Transactions
- Select an expense and select Edit Expense
- Complete all required items:
- Add Receipt
- Confirm Activity
- Fill in Details
- Tap Mark As Ready and then SAVE
Address any validation messages. When complete, the expense status updates to Ready.
What Happens Next
- The expense appears in any relevant approval or finance queues per your company’s workflow.
Edit or Unmark
- If you need to change something after marking ready:
- Open the expense, make your edits, and Save.
Common Validation Messages & Fixes
- Receipt required → Attach a valid image/PDF of the receipt. Ensure it’s legible.
- Missing detail fields → Complete category/cost center/project/tax/notes as indicated.
FAQs
Q: Can I mark out-of-pocket expenses as ready?
No. Out of Pocket should be excluded from the Mark As Ready process.
Q: Can I mark a card transaction ready before it clears?
No. Pending transactions cannot be Marked as Ready, only transactions that have Posted.
Q: Can I mark multiple expenses ready on mobile?
Bulk ready is currently supported on Web. On mobile, mark items individually.