Submitting and Approving Expenses

If your organization has expense approval enabled, expenses must be submitted for review before they can be added to invoices. Expense approval works similarly to time entry approval and is available on the Pro plan.

Submit expenses (Employees and Contractors)

1. Go to Expenses in the sidebar.
2. Select the expenses you want to submit.
3. Click Submit for Approval.
4. Your manager receives a notification.

Submitted expenses are locked for editing until approved or rejected.

Approve expenses (Managers and Admins)

1. Go to Expenses > Approvals.
2. Review submitted expenses — check the description, amount, category, and receipt.
3. Select expenses and click Approve or Reject.
4. For rejections, enter a reason so the submitter knows what to fix.

Expense statuses

• Draft — Not yet submitted. Freely editable.
• Submitted — Sent for review. Locked.
• Approved — Manager approved. Ready for invoicing.
• Rejected — Returned with feedback. Edit and resubmit.

Bulk actions

Approve or reject multiple expenses at once:

1. Select expenses using checkboxes.
2. Click Approve All or Reject All.

Tip: Ensure receipts are attached before submitting. Managers may reject expenses without receipts based on your organization's expense policy.