Expenses overview
Understand how Expenses handles vendor invoices, purchase orders, single expenses, approvals, and missing-receipt review.
Expenses is the organization workspace for submitting costs and separating preparation from approval. It supports three record types: Vendor invoices, Purchase orders, and Single expenses.
The service also includes Receipt finder for an administrator who needs to reconcile an accountant-provided list with receipt emails. Receipt finder is a restricted, sensitive workflow; it is not required for ordinary expense submission or approval.
Choose a record type
| Record type | Use it for | Primary details |
|---|---|---|
| Vendor invoices | A supplier invoice that the organization must review and pay | Supplier, invoice number, issue and due dates, line items, and optional purchase-order match |
| Purchase orders | Approval before or alongside an ordered purchase | Supplier, PO number, order and delivery dates, and line items |
| Single expenses | A direct employee or organization expense | Merchant, date, amount, currency, entity, category, and optional receipt |
Each record stays associated with its creator. A different organization member evaluates a submitted record, preventing the creator from approving their own expense.
Shared lifecycle
All three record types use the same review states:
- Draft is editable by its creator.
- Submitted is read-only while another organization member evaluates it.
- Approved records an accepted expense.
- Rejected records a terminal rejection.
- For revision returns the record and the evaluator’s comment to its creator for correction and resubmission.
An evaluator can select Approve, Reject, or Send back. A rejection or revision request requires a reason; an approval note is optional.
Access boundary
Expenses is visible only when the expenses_access rollout is enabled for the organization or signed-in user. Every submitter route also requires an authenticated account and membership in the organization from the URL.
Ordinary organization members can create records and evaluate records created by someone else. Receipt finder has an additional administrator-only permission because it can process accounting files and connected-mailbox content.
Purchase-order matching
A vendor invoice can include a PO number. Select Match to link it to an existing purchase order that belongs to the same organization and is already Approved.
The single-expense form also displays a PO field and match control, but the current product does not complete that link. Use the vendor-invoice workflow or your organization’s approved recovery process when a purchase-order match is required.