Send And Reply To Expense Inquiries In Emburse Professional Mobile

An inquiry is a question an approver sends to an employee about a specific expense within a submitted report. It is used when the approver needs clarification or a correction before approving that expense. The inquiry and any replies are saved with that individual expense rather than the whole report so both the employee and approver can track the conversation in one place.

Use the sections below to:

• Send an inquiry to the submitter
• Reply to the inquiry from an approver
• Review a submitterʼs response to an inquiry

Send an Inquiry (Approver View)

As an approver in Emburse Professional, you can use an inquiry when you need clarification or corrections before approving an expense.

Send An Inquiry About An Expense

1. On the Home page, tap Approval Requests.

2. Tap an expense report to review.

3. In the Expenses list, tap the arrow next to the expense to open the Other Actions menu.

4. Tap Inquire.
5. Enter your question in the Enter Question field.
6. (Optional) Turn on Allow Expense Edit to allow the employee to update the expense details.
7. Tap Save.

The inquiry is saved with the expense and sent to the employee.

When an approver sends an inquiry:

• The employee receives an email notification.
• A notification appears on the employeeʼs Home page in the mobile app.
• The related expense line changes to Inquiry status.

View and Reply to an Inquiry (Employee or Requestor View)

When an approver sends an inquiry, you can open the expense, update it if necessary, and submit your reply from the same screen.

1. On the Home page, tap Approval Requests.
2. Open the expense report that contains the inquiry.
3. Tap the arrow in the Details column to open the expense with the inquiry message.

The approverʼs question displays on the Expense Inquiry screen.

4. If the approver enabled Allow Expense Edit, review any validation messages displayed in red or modify the expense based on the inquiry.
5. Update the required fields (for example, Category, Vendor, or Location) as needed.
6. Confirm that all validation messages are cleared.
7. In the Reply field, enter your response.
8. (Optional) Tap Change Receipt or Add Image to update the attachment.
9. Tap Submit Reply.

Your reply is saved with the expense and sent to the approver for review. The approver receives an email notification.

Review a Reply and Take Action (Approver View)

After the employee replies, the approver will receive an email notification. Review the response and decide whether to approve or disapprove the expense.

Review The Employee Response

1. On the Home page, tap Approval Requests.

2. Tap an expense report to review.

3. Scroll down and review the inquiry question and the employee reply saved with the expense.
4. Use the Other Actions menu to Approve to approve the expense, or Disapprove to reject it.

Notification And Status Behavior

The following describes how users are notified when an inquiry is sent or when a reply is submitted.

When An Approver Sends An Inquiry

When an approver sends an inquiry:

• The employee receives an email notification.
• A notification appears on the employeeʼs Home page in the mobile app.
• The related expense line changes to Inquiry status.
• The inquiry remains attached to the individual expense until it is resolved.

When An Employee Submits A Reply

When an employee submits a reply:

• The approver receives an email notification.
• The inquiry and response remain visible within the expense.

Default Notification Settings

By default, all users have inquiry-related email notifications enabled when their account is created.

Users can disable email notifications from the Account Settings page.

If email notifications are disabled, users will still see the inquiry status and related updates within the application.