Expenses - Reviewing Expense Reports

  1. Sign in to the Operations Portal and select Expenses from the navigation menu.
  2. Use the status filters to find the reports you need to review. Select Submitted to view expense reports that are waiting for approval.
  3. If needed, use Search to find an expense by crew member, production, vendor, description, or expense ID.
  4. Select an expense report to open its details.
  5. Review the report for accuracy and completeness, including:
    • Crew member and associated production or work
    • Expense purpose and total amount
    • Individual expense items
    • Vendors and amounts
    • Mileage or per diem calculations
    • Attached receipts
  6. Add a review note if additional information or documentation would be helpful.
  7. When your review is complete, select:
    • Approve if the expenses are complete, accurate, and ready for reimbursement.
    • Request Changes if the crew member needs to make corrections or provide additional information. You must enter a reason, which will be shown to the crew member.

Process Reimbursement

What happens after approval depends on whether the crew member is an employee or freelance contractor.

Employees: When an employee's expense report is approved, CrewAngle automatically creates a linked reimbursement record for payroll processing. Open the related payroll record and process the reimbursement through your normal payroll workflow.

Freelance Contractors: Approved contractor expenses can be converted to an invoice for payment. The crew member or an authorized Payroll user can complete this step. Once converted, process the invoice through your normal contractor payment workflow.

Use Related Records from the expense details to quickly access any linked invoice or payroll reimbursement record.

Once payment has been recorded, the expense will show as Paid.

Monitor Expense Status

Use the status filters in Expenses to track reports throughout the process:

  • Submitted — Waiting for review
  • Needs Changes — Returned to the crew member for corrections
  • Approved — Approved for reimbursement
  • Converted to Invoice — Contractor expense has been added to an invoice
  • Reimbursed — Reimbursement has been processed
  • Paid — Payment has been completed

The expense report and its related records remain linked so you can review the reimbursement and payment history when needed.