Expense Approval Queue

Expense reimbursement is a significant administrative burden for organizations like HLF and Blindeforbundet, where peer mentors regularly incur travel and other costs. A structured approval queue replaces ad-hoc email-based workflows, reduces processing time, and provides a clear audit trail for financial oversight. The queue directly supports Bufdir reporting accuracy by ensuring all reimbursed expenses are reviewed before being counted toward organizational reporting. For coordinators managing dozens of peer mentors, a centralized queue with filtering and batch actions substantially reduces time spent on expense administration, freeing capacity for higher-value coordination work.

Implemented as a server-side rendered Next.js page backed by a paginated REST endpoint returning expense records with status filtering. Each record is fetched with its associated attachments, peer mentor profile, and activity link. Approve and reject actions use PATCH endpoints with optimistic UI updates and error rollback. Role-based access control ensures only coordinators and org admins can review expenses scoped to their organization. The queue integrates with the notification system to alert submitters on status changes and logs all approval actions to the audit trail table for compliance and Bufdir reporting purposes.