How do I select an expense to send a reminder

You can send a reminder to an employee to complete and submit an outstanding expense. This is useful when an expense has been sitting in the Open tab for an extended period without being submitted for approval.

Before you send a reminder, ensure you have:

The required user permissions to manage expenses within your organisation (typically a Manager or Administrator role)
At least one open expense assigned to a team member that is awaiting submission

Next Steps

To select an expense and send a reminder, follow these steps:

Log into your OFX account.
Navigate to Expenses from the left-hand sidebar menu under Spend Management.

Expenses navigation item highlighted in the left sidebar

Click on the Open tab to view all expenses that have not yet been submitted for approval.

Expense list showing Open tab with outstanding expenses

Locate the expense you wish to send a reminder for. You can use the Search expenses bar or scroll through the list to find the relevant expense by merchant name, amount, or date.

Click on the expense to open it and view the full expense details. Once inside the expense, look for the 3 dots at the bottom left.
Click on the 3 dots to open a dropdown. Click Send reminder to notify the employee that their expense is outstanding and requires their attention.

✅ Confirmation: The employee will receive an email notification reminding them to complete and submit their expense. The expense will remain in the Open tab until it has been submitted.

Steps to Send a Bulk Reminder

Select the expenses you want to send reminders for by clicking the checkbox on the left-hand side of each expense row.
- You can select as many expenses as needed across different team members.
- To select all expenses at once, click the checkbox in the column header at the top of the list.

Once you have selected your expenses, a bulk action toolbar will appear at the top of the list showing the number of expenses selected - Edit, Remove, and Send reminder.
Click Send reminder to notify all selected employees that their expenses are outstanding and require their attention.

Why is this important

Sending timely reminders helps ensure that expenses are submitted and approved promptly, keeping your organisation's financial records accurate and up to date. Outstanding expenses that are not submitted can cause delays in reimbursements, create discrepancies in budget reporting, and complicate month-end reconciliation. By proactively following up on open expenses, managers can maintain a smooth and efficient expense management process across their team.