# Vendor bills and expenses automations

What the expenses do by themselves: the weekly e-mail to approvers, the approval activity, the refusal note and the reply to e-mailed receipts, with how to stop each one.

The expenses run one job on their own and react to three steps of an expense. The module ships no automation rule and no e-mail template of its own. The daily job that posts draft entries with **Auto-post**, bills included, is described with the fixed assets, in [Fixed assets automations](/docs/fixed-assets/fixed-assets-automations#auto-post).

## Weekly job {#weekly-job}

### E-mail to the approvers {#approvers-email}

- **When:** once a week, as long as the scheduled action **HR Expense: Send Submitted Expenses Mail** is active. A test or restored copy of the database has it switched off.
- **What it does:** takes every expense still **Submitted**, company by company, and groups them by the **Manager** of the expense. Each manager gets one e-mail, **New expenses waiting for your approval**, with a **View expenses** button that opens the expenses to process; it is written in the manager's language and sent to the work e-mail of their employee, or to their user's e-mail. An expense without a manager is in no e-mail, and a company without any e-mail address to send from is skipped.
- **How to stop it:** an administrator deactivates the scheduled action in the scheduled actions of the technical menu. There is no choice per approver; approving or refusing the expenses ends the reminders about them.

## On each step of an expense {#on-each-step}

### Approval activity {#approval-activity}

- **When:** on **Submit**.
- **What it does:** plans an **Expense Approval** activity on the expense for its **Manager** (or, when none is set, for the approver found for the employee, else for the person who submitted it). **Approve** marks it as done; **Reset** and **Refuse** remove it.
- **How to stop it:** it follows the expense and has no switch.

### Refusal note {#refusal-note}

- **When:** on **Refuse**, once the reason is given.
- **What it does:** posts on the expense a message that it has been refused, with the reason. The employee and the other followers of the expense receive it.
- **How to stop it:** it has no switch; a reason is always asked for.

### Reply to an e-mailed receipt {#email-reply}

- **When:** an expense is created from an e-mail sent to the expenses address (see [Expenses settings](expenses-settings)).
- **What it does:** tells the employee the expense is registered, with its category and price, or says that the first word of the subject matched no category, so that the category must be set by hand. An employee with a user gets it as a note on the expense, with a **View Expense** link; one without a user gets it by e-mail.
- **How to stop it:** turn off **Incoming Emails**; no expense is then created from e-mails, and no reply is sent.

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- Source: https://jaah.app/docs/vendor-bills/vendor-bills-automations
- Updated: 2026-10-23
- Version: Vendor bills and expenses 19.0.2.1