How Do I Send an Approval Request Back to the User Without Approving or Rejecting It?

In the new Custodia UI, you can send an expense back to the submitter for corrections without approving or rejecting it.

The Send Back option is useful when an expense contains missing or incorrect information, or when you need the submitter to make changes before proceeding with approval.

Unlike rejecting an expense, sending it back allows the user to correct the information and resubmit it for review.

Step 1: Open the Approval Queue

1. Log in to your Custodia account.
2. Navigate to Approval Queue from the left-hand menu.
3. Select the Waiting For Me tab to view requests awaiting your approval.
4. Find the relevant payment approval request.
5. Click the eye icon on the request card to open its details.

Step 2: Locate the Expense You Want to Send Back

Once the Payment Approval panel opens:

1. Scroll down to the Expenses in This Payment section.
2. Find the specific expense that needs corrections.
3. Review the expense details to identify what needs to be updated.
4. Click the orange Send Back button next to that expense.

Note: The Send Back action applies to the individual expense, not necessarily the entire payment approval request.

Step 3: Provide a Reason for Sending the Expense Back

After clicking Send Back, the Send Back to User section will appear.

1. Locate the text field labeled "What should they fix before resubmitting? (optional)".
2. Enter a message explaining what information needs to be corrected or added.
3. Make sure your instructions are clear so the submitter knows what to update.

For example:

"Please attach the missing receipt and verify the expense amount before resubmitting."

Although adding a message is optional, we recommend providing a reason to help the submitter make the necessary corrections.

Step 4: Confirm the Send Back Action

Once you're ready:

1. Click the orange Send Back to User button.
2. The expense will be returned to the submitter for corrections.
3. The submitter can update the expense and resubmit it for review.

If you change your mind before confirming, click Cancel to return to the expense details.

What Happens After Sending an Expense Back?

When you send an expense back:

• The expense is returned to the submitter for corrections.
• The submitter can fix the identified issues and resubmit it.
• The expense is not permanently rejected.
• The expense is excluded from the current payment approval.

This allows you to continue reviewing the remaining expenses without rejecting the entire payment.

What Is the Difference Between Send Back and Reject?

Important: If you only need the submitter to correct an expense, use Send Back instead of Reject.

Summary

The Send Back feature allows approvers to request corrections without rejecting or approving an expense.

To send an expense back:

1. Go to Approval Queue → Waiting For Me.
2. Open the relevant payment approval.
3. Find the expense under Expenses in This Payment.
4. Click Send Back.
5. Optionally explain what needs to be corrected.
6. Click Send Back to User to confirm.

This helps keep the approval process organized while giving submitters an opportunity to correct and resubmit their expenses.