Track an expense and make corrections

Every expense shows its status twice: where it is in approval, and — if you paid for it yourself — where it is in reimbursement. You’ll find both on the expense in Expenses → All expenses.

Approval status

Status	What it means
Draft	Saved but not submitted. Only you see it.
In review	On its way through your company’s approval route.
Needs correction	An approver sent it back with a note. It’s your turn.
Approved	All approvals are done.
Rejected	Declined, with a reason. A rejected expense is closed.
No approval needed	Your company’s approval route didn’t require approval for it.

Reimbursement status

When you paid with your own money (Paid by: Employee), the expense also shows its reimbursement:

Status	What it means
After approval	Reimbursement starts once the expense is approved.
Pending	Approved and waiting to be paid to you.
Paid	Your finance team marked it as paid.
Not needed	The company paid, so there’s nothing to reimburse.

Fix an expense that was sent back

1. Read the note

   Open the expense marked Needs correction and read what your approver asked for.

2. Make the change

   Click Edit, correct the details and fill in Reason for the change.

3. Resubmit

   Click Resubmit. The expense goes back through approval.

Change a draft

Drafts can be edited any time. Once an expense is In review or Approved, it’s locked so that everyone approves the same version.

Who can see your expenses

You always see your own expenses. The people who approve an expense see it while it’s with them. Owners, admins, and people with the Finance or Accounting duty see the whole company’s expenses.