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Secured flow: confirm wire transfers (desktop-mobile)

Confirm wire transfers securely on desktop and mobile

Account Owners and delegated Controllers must securely confirm outgoing wire transfers before Spendesk executes them, using the mobile app, a text message code, or an authenticator app code. This guide walks you through the confirmation flow step by step.

For: Account Owners, and Controllers granted the "Confirm payments" right (Scale and Premium plans).

Table of Contents

  • Before you start

  • Step-by-step instructions

  • Troubleshooting

  • Related articles

Before you start

  • Roles: Only the Account Owner, or a Controller granted the "Confirm payments" additional right, can confirm wire transfers.

  • Plans: Delegating confirmation rights to Controllers is available on Scale and Premium plans only.

  • Mobile app: Install the Spendesk mobile app and complete mobile enrollment (create a security code or enable biometric authentication).

  • Phone number: Add your security phone number in your profile if you plan to use the text message backup method.

  • Screening: If you're a Controller confirming a transfer for the first time, provide your date and place of birth when prompted.

👥 Roles: Only Account Owners and Controllers with the "Confirm payments" right can confirm wire transfers, from the Expense claims > Confirm and Invoices > Confirm tabs.

🔒 Access: Delegating wire transfer confirmation to Controllers is only available on Scale and Premium plans.

Step-by-step instructions

Step 1: Select employees to reimburse and trigger the wire transfer

  1. Navigate to Expense claims > Confirm.

  2. Review the reimbursements waiting for confirmation.

  3. Select the employees you want to reimburse.

  4. Click "Validate transfer".

Step 2: Validate the action on mobile

  1. On the confirmation screen, read the instructions to open your mobile app to validate the operation.

Step 3: Open the notification on the mobile app

  1. Wait for a push notification on your active device warning you about an operation to validate.

  2. Click the notification to open the validation page directly.

  3. If you don't receive a notification, open the Spendesk app and authenticate. The validation page appears automatically.

Step 4: Validate or decline the transfer

  1. Click "Validate" to confirm the transfer, or "Decline" to reject it.

  2. Complete authentication on the screen that follows (see the Strong customer authentication (SCA) on mobile article for details).

  3. Check for the success message on desktop and on the mobile app after validating, or the declined message after declining.

⚠️ Each validation or decline action stays valid for only 5 minutes. Restart the process if the window expires.

Step 4 bis: Use the alternate authentication method

  1. Click "Use an alternate authentication method" if you can't or don't want to validate the operation in the app.

  2. Wait for a code sent by text message to your security phone number.

  3. Enter the code on the screen to validate the wire transfer.

💡 If you've set up an authenticator app (TOTP, for example Google Authenticator or Microsoft Authenticator) in Profile & settings > Security, you can also use it as an alternate method to confirm wire transfers instead of a text message code.

Troubleshooting

Symptom: No push notification appears on your phone.
​Cause: Your device isn't currently active, or notifications are disabled.
​Resolution: Open the Spendesk app directly and authenticate. The validation page displays automatically.

Symptom: The validation screen says the action has expired.
​Cause: Every validate or decline action has a 5-minute validity period.
​Resolution: Go back to Expense claims > Confirm, click "Validate transfer" again, and repeat the confirmation flow.

Symptom: You can't open the mobile app to confirm the transfer.
​Cause: You don't have access to your phone or the app isn't working.
​Resolution: Click "Use an alternate authentication method" and enter the code sent by text message, or your authenticator app code if you've set one up.

Symptom: The "Confirm" tab isn't visible in Expense claims or Invoices.
​Cause: The wire transfer feature isn't activated, or you don't have Account Owner or "Confirm payments" rights.
​Resolution: Ask your Account Owner to activate the feature in Settings > Company settings, or to grant you the "Confirm payments" right in Settings > Organisation > Members.

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