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Authorising Payments in the App

Help Centre › Mobile App › Authorising Payments in the App

Mobile App Authorisation

Who can use this?
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Account owners, managers, and administrators can authorise payments. Operators have read-only visibility.
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Available on all subscriptions

Payments waiting on your sign-off don't have to wait until you're back at your desk. Review, approve, and action transactions from wherever you are — individually or in bulk.

Finding payments that need your attention

Payments awaiting your authorisation are visible from two places:

  • Dashboard — the Payments to Authorise section shows transactions awaiting your action at a glance.
  • List view — tap See All to open the full authorisation queue with all pending transactions.

Your Action vs Other Payments

The authorisation queue has two tabs:

Your Action
Requires your authorisation

Transactions currently waiting for you to approve or decline. These are your direct responsibility.

Other Payments
With another approver

Transactions that are currently with another user in a multi-step workflow. You can monitor their progress but can't act on them. (Will be renamed In Authorisation in a future update.)

How to authorise a payment

There are four ways to authorise — all follow your account's existing authorisation workflow, including any multi-layer approval rules.

Method How it works
From the dashboard Tap a transaction in Payments to Authorise and approve directly.
From the list view Open the full queue via See All, then tap Authorise on any transaction.
From the detail view Open a transaction to review the full summary, then authorise from within that screen.
Bulk authorisation From the list view, select multiple transactions and authorise them all at once.
Confirmation emails are sent automatically Once a transaction is approved, relevant users receive a confirmation email — the same behaviour as the web platform.

What you'll see before you authorise

Tap any transaction to review the full payment summary before approving:

  • Description, reference, payment method, and payment type
  • Created by and approved by
  • Start and end date, frequency, number of payments
  • Amount, package fee, service fee, GST on fees
  • Total amount and PayRewards Points
  • Authorised by (shown for pending authorisation transactions)

Operator role — read-only visibility

Operators can monitor but not authorise Operators have full visibility across all transactions — including those in a custom authorisation workflow. They can see which user or role a payment is currently with, but cannot approve or decline transactions. On their dashboard, this section is labelled Payments in Authorisation rather than Payments to Authorise.

Common issues

I'm the account owner but I see "Submit" instead of "Authorise Now"
This is expected behaviour when a payment meets the conditions of a custom authorisation rule. The payment will route through your authorisation workflow rather than being approved immediately. Tap Submit and it will appear in the relevant approver's queue.
I can't find a payment I'm expecting to authorise
Check the Other Payments tab — the transaction may be with another user in a multi-step workflow. If it's not there either, it may not have been submitted yet. Check with the person who created the payment to confirm.
I'm a View Only user and I can't see pending authorisations
View Only users don't have access to the Payments to Authorise section. This is by design — authorisation visibility is limited to users with the relevant role. If you need to be able to see this, ask your account owner to update your user role.

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