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Track and Approve Expenses

The Expenses list is every expense in one place — logged, pending, approved and settled. From here you can find any claim, open it to check the receipt and the amount, approve or send back what's waiting, and see at a glance where each one stands.

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Availability depends on your plan and your role.

Step 1: Open the Expenses list​

From the left sidebar, open People, then Expenses. The list shows your expenses with their key details in columns — date, category, who it's for, the amount, and the status — so you can scan down and find what you need.

Step 2: Find the right expense​

For a few entries you can just scan the list. As they build up, two tools make it quick:

  • Search — start typing a name, category or description, and the list narrows to matches as you type.
  • Filter — narrow the list by details such as category, the person it's for, the date range, or the status.

A common way to work is to filter by Pending approval to see only what's waiting on you, or by a category to review all of one kind of spending together.

Step 3: Open a claim to review it​

Click an expense to open it. You'll see everything on file — the category, the amount and any tax, who paid, the business purpose, and the attached receipt. This is a read-first view, so you can check every detail without changing anything.

Reviewing before you approve is the point of this step: does the amount match the receipt, is it under the right category, and is it a genuine business cost?

Step 4: Approve or reject what's pending​

When an expense is waiting for you, two actions are available:

  • Approve — the claim is accepted. It's recorded in your books straight away, so your accounts stay up to date. If a team member paid, the approved amount becomes a reimbursement owed to them.
  • Reject — the claim is sent back, usually with a short reason so the person knows what to fix. They can correct it and submit again.

You can add a comment when you approve or reject, so there's a clear note on file of the decision and why.

tip

Filter the list by Pending approval and work down it. It's the fastest way to clear what's waiting and keep your team's claims moving.

Step 5: Follow an expense to settlement​

After approval, the status tells you what's left to do. A company-paid expense is finished once it's approved. A team member's claim moves on to be paid back — you settle that in Reimbursement, and the expense shows as Paid once it's done.

Expense statuses​

StatusWhat it meansWhat to do next
DraftSaved but not yet submitted.The person finishes it and submits it.
Pending approvalSubmitted and waiting for a manager.Open it, check the receipt, then approve or reject.
ApprovedReviewed and recorded in your books.Nothing, unless it's a claim to reimburse.
RejectedSent back or declined.The person corrects it and resubmits.
PaidFully settled — reimbursed or paid by the company.Done.

Common questions​

I can't see an expense someone told me they logged. Check your filters — a status or category filter may be hiding it. Clear the filters, or filter by that person, and it should appear.

Can I edit an expense after it's submitted? Once it's in for approval it's locked from casual editing so the approver reviews what was actually sent. If it needs a change, reject it back to the person, or edit it while it's still a draft.

I approved something by mistake. An approved expense is already in your books, so it can't simply be undone. Contact whoever manages your accounts to correct it properly.

What's the difference between Approved and Paid? Approved means it's accepted and recorded. Paid means the money has actually changed hands — the company's payment, or the reimbursement to the team member — is complete.

Need help? Contact support at support@bizconnekt.com