--- id: video/rSGCNMIBcpc type: video title: "Expense Agent: Approvals (2026 release wave 1)" summary: "Expense Agent approvals in Business Central (2026 release wave 1): default and per-user approvers, the Can Approve flag, email notification on submission, send back with comments, resubmission, approver licensing, and reminders for unsubmitted reports. Policies and enhanced approvals are announced only." tier: official language: en tags: - expense agent - approval process - approvers - email notifications - web app - expense reimbursement - reminders - policies system: finance review: state: reviewed by: opus at: "2026-10-07T22:47:08.664Z" flags: [] generated: at: "2026-10-09T00:29:02.995Z" pipeline: 0.2.0 prompts: extract-video: 1 summarize-video: 2 input_hash: 2ff01a7e922c2ac628afc206e1bb46ce735915e193494e6f37cda27bfe7ab04c evidence: - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=328s title: "Expense Agent policies: announced" date: "2026-08-07T13:00:07.000Z" commit: null t: 328 quote: There might be something coming soon about policies, so stay tuned for new Expense Agent changes - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=407s title: "Enhanced approval workflows: announced" date: "2026-08-07T13:00:07.000Z" commit: null t: 407 quote: we have some more improvements coming for the approvals in uh expense agent. So, stay tuned and um for the next wave of improvements - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=16s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 16 quote: this is going to be the person that is able to approve the expenses for everyone in your company by default - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=28s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 28 quote: this is also not mandatory. So, in case your company doesn't really have a default approver, you don't need to set that up - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=65s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 65 quote: Notice that there is a flag here called Can Approve. That's what controls which users can be approvals for others. - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=110s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 110 quote: it will send my approver an email if I have configured an email address inside Business Central - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=263s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 263 quote: the approver needs to have a Business Central license and be a user in Business Central. Notice that this is not a requirement for - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=328s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 328 quote: There might be something coming soon about policies, so stay tuned for new Expense Agent changes - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=361s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 361 quote: you can choose a frequency to remind users to submit their reports - kind: video url: https://www.youtube.com/watch?v=rSGCNMIBcpc&t=407s title: "Expense Agent: Approvals (2026 release wave 1)" date: "2026-08-07T13:00:07.000Z" commit: null t: 407 quote: we have some more improvements coming for the approvals in uh expense agent. So, stay tuned and um for the next wave of improvements links: learn: [] objects: [] features: - feature/573255 topics: [] localizations: [] videos: [] posts: [] guidelines: [] video_id: rSGCNMIBcpc channel: yt-microsoft source_name: Microsoft Dynamics 365 Business Central (YouTube) url: https://www.youtube.com/watch?v=rSGCNMIBcpc published_at: "2026-08-07T13:00:07.000Z" duration_s: 428 captions: full audience: - administrator - functional consultant - end user chapters: - t: 0 title: Setting up default approvers - t: 42 title: Configuring individual user approvers - t: 81 title: Submitting expenses in the web app - t: 124 title: Approver reviewing and opening expenses - t: 178 title: Approving or sending back for revision - t: 246 title: Licensing requirements for approvers - t: 287 title: Resubmitting revised expense reports - t: 340 title: Reminders for unsubmitted reports - t: 407 title: Future approval improvements teased features: - name: Default approver setup status: unclear t: 16 verified: false status_source: video - name: Per-user approver override status: unclear t: 42 verified: false status_source: video - name: Expense report submission status: unclear t: 81 verified: false status_source: video - name: Approver email notification status: unclear t: 124 verified: false status_source: video - name: Report review and receipt inspection status: unclear t: 162 verified: false status_source: video - name: Send back for revision with comments status: unclear t: 178 verified: false status_source: video - name: Approval and posting status: unclear t: 231 verified: false status_source: video - name: Approver licensing requirement status: unclear t: 263 verified: false status_source: video - name: Resubmit after revision status: unclear t: 287 verified: false status_source: video - name: Reminders for unsubmitted reports status: unclear t: 340 verified: false status_source: video - name: Expense Agent policies status: preview t: 313 verified: true status_source: roadmap roadmap_ids: - "573255" - name: Enhanced approval workflows status: announced t: 388 verified: true status_source: video objects_mentioned: [] quotes: - t: 16 text: this is going to be the person that is able to approve the expenses for everyone in your company by default check: exact - t: 28 text: this is also not mandatory. So, in case your company doesn't really have a default approver, you don't need to set that up check: exact - t: 65 text: Notice that there is a flag here called Can Approve. That's what controls which users can be approvals for others. check: exact - t: 110 text: it will send my approver an email if I have configured an email address inside Business Central check: exact - t: 263 text: the approver needs to have a Business Central license and be a user in Business Central. Notice that this is not a requirement for check: exact - t: 328 text: There might be something coming soon about policies, so stay tuned for new Expense Agent changes check: exact - t: 361 text: you can choose a frequency to remind users to submit their reports check: exact - t: 407 text: we have some more improvements coming for the approvals in uh expense agent. So, stay tuned and um for the next wave of improvements check: exact --- # Expense Agent: Approvals (2026 release wave 1) > Expense Agent approvals in Business Central (2026 release wave 1): default and per-user approvers, the Can Approve flag, email notification on submission, send back with comments, resubmission, approver licensing, and reminders for unsubmitted reports. Policies and enhanced approvals are announced only. [Watch on YouTube](https://www.youtube.com/watch?v=rSGCNMIBcpc) · Microsoft Dynamics 365 Business Central (YouTube) · 2026-08-07 · 7:08 · tier official · reviewed (checked by Opus) ## Overview The video walks through the approval process of the Expense Agent. An administrator can set an optional default approver for the whole company and override it for individual users. Only users with the Can Approve flag can be chosen as approvers. The demo then follows an expense report: a user submits it in the web app, the approver gets an email with a link, reviews the report and zooms into the receipts, and either approves it or sends it back with comments. Approved reports continue to posting and reimbursement. The video also covers resubmission after revision, reminders for reports that are ready but not yet submitted, and teases later work on policies and further approval improvements. ## Key points - A default approver can be set when turning on the Expense Agent or later in its settings. It is optional and can be overridden per user. - Only users with the Can Approve flag enabled can be assigned as approvers for others. - Submitting a report in the web app emails the approver, with the submitter in CC. This requires an email address configured in Business Central. - The approver reviews the report details, can zoom into attached receipts, and then approves or sends it back with comments. - An approver must be a licensed Business Central user. Submitters do not need to be licensed users. - After a send-back, the user revises the report and resubmits it for review. - An administrator can configure reminders, with customizable frequency, for users who have reports ready but not submitted. ## Chapters - [0:00](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=0s) Setting up default approvers - [0:42](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=42s) Configuring individual user approvers - [1:21](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=81s) Submitting expenses in the web app - [2:04](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=124s) Approver reviewing and opening expenses - [2:58](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=178s) Approving or sending back for revision - [4:06](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=246s) Licensing requirements for approvers - [4:47](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=287s) Resubmitting revised expense reports - [5:40](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=340s) Reminders for unsubmitted reports - [6:47](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=407s) Future approval improvements teased ## Features | Feature | Status | At | Evidence | |---|---|---|---| | Default approver setup | status not stated, demoed | [0:16](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=16s) | | | Per-user approver override | status not stated, demoed | [0:42](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=42s) | | | Expense report submission | status not stated, demoed | [1:21](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=81s) | | | Approver email notification | status not stated, demoed | [2:04](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=124s) | | | Report review and receipt inspection | status not stated, demoed | [2:42](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=162s) | | | Send back for revision with comments | status not stated, demoed | [2:58](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=178s) | | | Approval and posting | status not stated, demoed | [3:51](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=231s) | | | Approver licensing requirement | status not stated, demoed | [4:23](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=263s) | | | Resubmit after revision | status not stated, demoed | [4:47](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=287s) | | | Reminders for unsubmitted reports | status not stated, demoed | [5:40](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=340s) | | | Expense Agent policies | preview (roadmap [AI-Driven Approvals](../features/573255.md)) | [5:13](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=313s) | "There might be something coming soon about policies, so stay tuned for new Expense Agent changes" ([5:28](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=328s)) | | Enhanced approval workflows | announced | [6:28](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=388s) | "we have some more improvements coming for the approvals in uh expense agent. So, stay tuned and um for the next wave of improvements" ([6:47](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=407s)) | A status with a roadmap link comes from the Microsoft 365 roadmap feature this part of the video covers (matched by Haiku; links Opus dropped are not used); other statuses need a status word in the video itself. ## Quotes - [0:16](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=16s) "this is going to be the person that is able to approve the expenses for everyone in your company by default" - [0:28](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=28s) "this is also not mandatory. So, in case your company doesn't really have a default approver, you don't need to set that up" - [1:05](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=65s) "Notice that there is a flag here called Can Approve. That's what controls which users can be approvals for others." - [1:50](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=110s) "it will send my approver an email if I have configured an email address inside Business Central" - [4:23](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=263s) "the approver needs to have a Business Central license and be a user in Business Central. Notice that this is not a requirement for" - [5:28](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=328s) "There might be something coming soon about policies, so stay tuned for new Expense Agent changes" - [6:01](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=361s) "you can choose a frequency to remind users to submit their reports" - [6:47](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=407s) "we have some more improvements coming for the approvals in uh expense agent. So, stay tuned and um for the next wave of improvements" ## Disclaimers in the video - [5:13](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=313s) coming-later: There might be something coming soon about policies - [6:47](https://www.youtube.com/watch?v=rSGCNMIBcpc&t=407s) coming-later: we have some more improvements coming for the approvals in uh expense agent Presenters (as heard): Enrico.