How to Monitor Reports from the App
To monitor the reports assigned to you, log in with your usual credentials and go to the "Reports" section from the main menu.
There you will see the reports divided into 3 tabs: "My Reports" (yours), "Review," and Approved.
Click on "Review" to see all the reports that require your review.
Reports without alerts: If no alerts appear, you can approve or reject the report by opening it and clicking the appropriate button.
Reports with alerts: If an exclamation mark appears on a report, it means that either the report has an alert (for example, maximum amount) or one of the expenses in it does not comply with your spending policy (and an alert is triggered). To see what might be happening, access the report and then go to the problematic expenses. You can remove expenses that don't comply with your rules and approve or reject the report using the buttons at the bottom.
How to monitor reports from the web
Depending on your administrator's settings, you'll receive an email notification each time you receive a report to monitor in Captio. Reports awaiting review are listed in the Report tab under the Pending Review section. You can access them via the link in the notification email or by logging into Captio.
Access the Captio web portal with your login and password.
On the Reports screen, you'll find the Pending Review and Reviewed sections, which are what you'll use in the monitoring process. The Pending Review list contains all the reports that require your review.
Filters
You can also create filters to find reports more easily.
From the top right, you can:
Filter → Apply the filters you have configured and display the corresponding reports.
Advanced Filter → Display additional filtering options (depending on your account settings).
Search bar → Allows you to search by keywords or by report name.
Filters can be saved and are retained even when you close the browser window.
At the top, you will see a button indicating whether any filters are applied, and you can remove the filter if you wish (THERE ARE FILTERS IN USE).
Available Filters:
Field
Description
Date of the last report status change
Allows you to filter reports based on the date their status last changed (for example, when they were approved).
Settled
You can choose to view settled, unsettled, or all reports.
Cost center
Filters by cost center to limit results to a specific department or budget.
Expense payment method
Filters based on how the expense was paid: company card, cash, etc.
Workflow
Allows you to search for reports associated with a specific approval workflow.
User
Searches for reports submitted by a specific person.
Expense Date
Allows you to filter reports based on the dates the expenses were incurred.
Alerts
Shows only reports with alerts, reports without alerts, or all reports.
Company Code
Filters by company code (useful if your account manages multiple companies).
Expenditure Category
Restricts results to a specific category (travel, meals, office supplies, etc.).
Open Review Mode
With Review Mode, you can review expense reports more quickly, efficiently, and continuously, without having to return to the main list after each action.
With Review Mode activated, you can automatically move from one report to the next once you approve or reject the report.
The report list shows the name, user, date, number of expenses and alerts, and the total amount. Select the report you wish to monitor.
Once in the report, you will see a box with details of the alerts (these are automatic rules configured by the environment administration to comply with your expense policy requirements, such as not accepting weekend expenses or expenses exceeding a certain amount) and the affected expenses. Keep in mind that alerts are for informational purposes only; they do not prevent you from approving a report. That decision is yours.