The Expenses feature allows employees to submit expenses for approval before they're published to your accounting software. Use this guidance to understand how an expense moves through the system.
Submitter: Submit an expense
Login as a user with submitter permissions.
Upload receipts to the Expense folder.
Assign the expense to an expense report.
Submit the report for approval.
Approver: Review and approve
The approver reviews the report and chooses to approve or reject it.
📎NOTE: If the approver hasn't approved the report yet, the status shows as Pending.
If the approver has permissions to edit, they can update the report before approval. Otherwise, they need to reject it for changes.
Publish the expense
Approved reports move to the purchase inbox. A user with access to this folder can publish the expense to the accounting software as a purchase invoice.
How expenses differ from purchases
Expenses: Require submission and approval before publishing
Purchases: Publish directly without approval
Use the Purchases folder if you don't need an approval process.