--- id: video/qZALauRY_So type: video title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" summary: "Approvals for the Expense Agent in Business Central (2026 release wave 1): approvers get email or Copilot chat notifications and can approve, reject or request changes. Covers setup on the Expense Users page, team-based approval, and the licensing requirement for approvers." tier: official language: en tags: - approvals - expense agent - ai-first - workflow - notification - policy compliance - business central licensing - team-based approvals - expense reports system: copilot review: state: reviewed by: opus at: "2026-10-07T22:48:01.997Z" flags: [] generated: at: "2026-10-07T22:48:02.043Z" pipeline: 0.2.0 prompts: extract-video: 1 summarize-video: 2 input_hash: 68ede68dff91b7d8fb3f0993be5d24fbb0d9f3a67d229bd8e864cf70ae732013 evidence: - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=64s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 64 quote: users of the expense agent are quite often outside of Business Central. They will be working on mobile devices. - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=82s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 82 quote: the whole project has been done in model model first or AI first approach where AI is helping us guide the user and and - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=503s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 503 quote: The UI is not fully final so we might tweak a few things around - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=568s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 568 quote: we don't require users of the expense agent, users who are submitting expenses, submitting reports to actually have a Business Central license - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=580s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 580 quote: You can just do it outside of Business Central and everything will be billed using our standard agent billing system. - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=596s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 596 quote: when you are approving the report, there is some there are some financial consequences in Business Central data, and that includes also posting data - kind: video url: https://www.youtube.com/watch?v=qZALauRY_So&t=612s title: "Introducing: Approvals for the Expense Agent (2026 release wave 1)" date: "2026-04-27T14:39:08.000Z" commit: null t: 612 quote: users who are approving expense reports, even if they are doing that from outside of Business Central, just just as you have seen in links: learn: [] objects: - object/page/6951 features: [] topics: [] localizations: [] videos: [] posts: [] guidelines: [] video_id: qZALauRY_So channel: yt-microsoft source_name: Microsoft Dynamics 365 Business Central (YouTube) url: https://www.youtube.com/watch?v=qZALauRY_So published_at: "2026-04-27T14:39:08.000Z" duration_s: 682 captions: full audience: - administrator - functional consultant - decision maker chapters: - t: 0 title: Introduction to Approvals for the Expense Agent - t: 49 title: Design Principles and AI-First Approach - t: 123 title: Approval Process Overview - t: 253 title: Approval Workflow Demo - t: 463 title: Setup and Configuration in Business Central - t: 553 title: Licensing Requirements - t: 628 title: Closing Remarks and Resources features: - name: Approvals for the Expense Agent status: unclear t: 6 verified: false status_source: video - name: Pre-approval AI Suggestions status: unclear t: 149 verified: false status_source: video - name: Expense User Configuration status: unclear t: 473 verified: false status_source: video - name: Team-based Approval Setup status: unclear t: 527 verified: false status_source: video - name: Approval Notifications via Email and Copilot Chat status: unclear t: 192 verified: false status_source: video - name: Expense Report Rejection and Revision status: unclear t: 202 verified: false status_source: video - name: Approval Registration in Business Central status: unclear t: 228 verified: false status_source: video objects_mentioned: - page Expense Users quotes: - t: 64 text: users of the expense agent are quite often outside of Business Central. They will be working on mobile devices. check: exact - t: 82 text: the whole project has been done in model model first or AI first approach where AI is helping us guide the user and and check: exact - t: 503 text: The UI is not fully final so we might tweak a few things around check: exact - t: 568 text: we don't require users of the expense agent, users who are submitting expenses, submitting reports to actually have a Business Central license check: exact - t: 580 text: You can just do it outside of Business Central and everything will be billed using our standard agent billing system. check: exact - t: 596 text: when you are approving the report, there is some there are some financial consequences in Business Central data, and that includes also posting data check: exact - t: 612 text: users who are approving expense reports, even if they are doing that from outside of Business Central, just just as you have seen in check: exact --- # Introducing: Approvals for the Expense Agent (2026 release wave 1) > Approvals for the Expense Agent in Business Central (2026 release wave 1): approvers get email or Copilot chat notifications and can approve, reject or request changes. Covers setup on the Expense Users page, team-based approval, and the licensing requirement for approvers. [Watch on YouTube](https://www.youtube.com/watch?v=qZALauRY_So) · Microsoft Dynamics 365 Business Central (YouTube) · 2026-04-27 · 11:22 · tier official · reviewed (checked by Opus) ## Overview The video introduces an approval workflow for expense reports submitted through the expense agent. Submitters often work outside Business Central, on mobile devices, and do not need a Business Central license. The design follows a model-first, AI-first approach, where AI suggests whether a receipt follows company policy before the report is submitted for approval. The demo shows an approver being notified by email or Copilot chat, then approving or rejecting a report. A rejected report goes back to the submitter, who can revise and resubmit. Once approved, the decision is registered in Business Central, including financial consequences such as posting to GL reports. Setup is done on a new Expense Users page. The presenter says the UI is not final and may be tweaked. ## Key points - Approvers receive notifications about pending expense reports by email or Copilot chat, and can approve, reject, or send reports back with a comment. - Rejected or sent-back reports return to the submitter, who can review the comment and revise the report. - Before submission, the AI model makes decisions or suggestions on whether receipts follow policy. - Admins define expense users on the new Expense Users page and mark approvers with a can approve flag, then choose who each approver can approve for. - Team-based setup is supported: a team manager can approve expenses for the team they manage. - Users who submit expense reports do not need a Business Central license and are billed through the standard agent billing system; approvers must have a Business Central license. - The approval is registered in Business Central, and financial consequences such as posting to the GL are handled there. ## Chapters - [0:00](https://www.youtube.com/watch?v=qZALauRY_So&t=0s) Introduction to Approvals for the Expense Agent - [0:49](https://www.youtube.com/watch?v=qZALauRY_So&t=49s) Design Principles and AI-First Approach - [2:03](https://www.youtube.com/watch?v=qZALauRY_So&t=123s) Approval Process Overview - [4:13](https://www.youtube.com/watch?v=qZALauRY_So&t=253s) Approval Workflow Demo - [7:43](https://www.youtube.com/watch?v=qZALauRY_So&t=463s) Setup and Configuration in Business Central - [9:13](https://www.youtube.com/watch?v=qZALauRY_So&t=553s) Licensing Requirements - [10:28](https://www.youtube.com/watch?v=qZALauRY_So&t=628s) Closing Remarks and Resources ## Features | Feature | Status | At | |---|---|---| | Approvals for the Expense Agent | status not stated, demoed | [0:06](https://www.youtube.com/watch?v=qZALauRY_So&t=6s) | | Pre-approval AI Suggestions | status not stated | [2:29](https://www.youtube.com/watch?v=qZALauRY_So&t=149s) | | Expense User Configuration | status not stated, demoed | [7:53](https://www.youtube.com/watch?v=qZALauRY_So&t=473s) | | Team-based Approval Setup | status not stated | [8:47](https://www.youtube.com/watch?v=qZALauRY_So&t=527s) | | Approval Notifications via Email and Copilot Chat | status not stated, demoed | [3:12](https://www.youtube.com/watch?v=qZALauRY_So&t=192s) | | Expense Report Rejection and Revision | status not stated, demoed | [3:22](https://www.youtube.com/watch?v=qZALauRY_So&t=202s) | | Approval Registration in Business Central | status not stated, demoed | [3:48](https://www.youtube.com/watch?v=qZALauRY_So&t=228s) | ## AL objects mentioned As heard in the captions. A name that matches one object page by exact type and name links to it; the others stay as named. - [page 6951 "Expense Users"](../objects/page/6951.md) at [7:53](https://www.youtube.com/watch?v=qZALauRY_So&t=473s) ## Quotes - [1:04](https://www.youtube.com/watch?v=qZALauRY_So&t=64s) "users of the expense agent are quite often outside of Business Central. They will be working on mobile devices." - [1:22](https://www.youtube.com/watch?v=qZALauRY_So&t=82s) "the whole project has been done in model model first or AI first approach where AI is helping us guide the user and and" - [8:23](https://www.youtube.com/watch?v=qZALauRY_So&t=503s) "The UI is not fully final so we might tweak a few things around" - [9:28](https://www.youtube.com/watch?v=qZALauRY_So&t=568s) "we don't require users of the expense agent, users who are submitting expenses, submitting reports to actually have a Business Central license" - [9:40](https://www.youtube.com/watch?v=qZALauRY_So&t=580s) "You can just do it outside of Business Central and everything will be billed using our standard agent billing system." - [9:56](https://www.youtube.com/watch?v=qZALauRY_So&t=596s) "when you are approving the report, there is some there are some financial consequences in Business Central data, and that includes also posting data" - [10:12](https://www.youtube.com/watch?v=qZALauRY_So&t=612s) "users who are approving expense reports, even if they are doing that from outside of Business Central, just just as you have seen in" ## Disclaimers in the video - [8:23](https://www.youtube.com/watch?v=qZALauRY_So&t=503s) subject-to-change: The UI is not fully final so we might tweak a few things around Presenters (as heard): Blazej Kotelko, Enrico Csimitan.