We know managing lots of orders can be time-consuming, so we’ve made it easier to review and action them – individually or in bulk via CSV.
This guide walks you through approving and rejecting orders, using the built-in checks, and updating multiple orders at once.
Reviewing orders
Step one – After logging into Perkbox as an admin, select Order Management from the left-hand menu.
By default, it will be filtered to show Pending orders.
You can filter by Approval Status, Order Status, or search for a specific person/order.
You can also filter by benefit type at the top.
Step two – To view and approve/reject an order, click Details on the right next to the order you want to view.
Step three – You’ll see buttons at the top to Approve or Reject an order.
If you’ve already checked the employee’s information and are ready to proceed, you can choose to approve or reject and move on to the next order.
If you haven’t checked the information, you can use the tools below to help you verify that everything is correct.
Important: Please read the information below on approving or rejecting an order before you continue.
Basic details check
This section shows information the employee provided when placing the order.
Check and update these fields as needed:
Employee number
NI number
Tip: If either number is incorrect, you can update it for this order only or apply the change to the employee profile.
To update the employee profile:
Enter the correct Employee number or NI number.
Tick Apply updates to employee profile.
Select Update employee/NI number.
You’ll see a confirmation at the bottom of the screen. Changes will apply to this order and to future orders.
If you only want to make updates to this order, simply leave the box unticked and click Update employee/ NI number after making changes.
Other details to check:
Date of birth
Address – many organisations require this to match the employee’s home address
Telephone number
Mobile number
Email
When you're done, toggle Check Complete to minimise the section.
Order details check
Verify the order information matches your records:
Order ID
Scheme name
Scheme type
Product
(Monthly) Salary adjustment
Number of payments
Total order value
Pay frequency
Total end-of-agreement fee including VAT
Toggle Check Complete when finished.
Limitation calculator
Use this tool to check whether an order would take an employee below the National Minimum Wage or Living Wage.
We can configure the calculator to check against either the National Minimum Wage or the Living Wage, depending on your organisation’s needs.
If the employee has other active Perkbox orders, they will appear automatically.
If the employee participates in third-party salary sacrifice schemes, add these under Other salary sacrifice or pre-tax deductions so they are included in the calculation.
Select Calculate national minimum wage or living wage.
A pop-up will confirm whether the employee’s hourly rate remains above – or falls below – the applicable threshold.
Toggle Check Complete when you are done.
Approving an order
If everything looks good and you’re ready to approve the order, you can click Approve and move on to the next order.
Important: Once you approve an order, the order will go through automatically and you won’t have the option to undo the approval.
If you accidentally approve an order and need to make changes, please reach out to the Client Supplier team and they can change the order back to Pending.
We recommend sending a note to the employee or adding a comment explaining that the order was approved accidentally to avoid confusion.
Rejecting an order
When you choose to reject an order, you’ll see a pop-up window that asks you to provide the reason as well as a rejection comment.
Note: The rejection comment will appear with all comment history on the order, and an email will be sent to the employee with the rejection reason.
Bulk updating orders via CSV
Step one – Download the order list as a CSV.
At the top-right of the orders list, you’ll see Download order list (CSV) and Bulk import orders (CSV).
Select Download order list (CSV) to receive a spreadsheet by email.
Step two – Review and update the CSV.
You can update the following fields:
NI number
Employee number
Organisational approval
Rejection reason
Comment
Use the Order Authorisation Status column to change an order from Pending to Accepted or Rejected.
To reject an order, you must include a rejection reason and a comment – the upload will fail if these are missing.
Step three – Upload the CSV to make changes.
Select Bulk import orders (CSV).
Upload your updated file.
Changes will appear in your order list immediately.