Approving and paying an expense

A claim is submitted, looked at, and settled. The status on the expense is where it has got to in that.

The statuses

Expenses → a claim → the status dropdown

Status	What it means
Open	Submitted and waiting on a decision. Every new claim starts here
Approved	Accepted. The spend is agreed and the company owes the person who paid
Reject	Turned down. The claim stays on the record with the reason it went no further
Paid	The money has gone back to whoever spent it

Approved and Paid are two separate moments — agreeing to a claim, and reimbursing it. Leaving approved claims sitting on Approved until the money actually goes out is what tells you at a glance what you still owe your people.

The dropdown at the top right of the claim is labelled with the status it is on now; picking a new one moves it.

Status history

Expenses → a claim → Status History

Status History on the expense keeps every step the claim has been through:

• Changed By — who made the change.
• Date — when.
• Comment — any note left with it.
• Status — what it moved to.

The first row is the claim being submitted, so a claim that has been approved and paid reads as three lines from the person who spent the money to the person who paid them back.