Submit a single expense
Create a single expense, save a draft or submit it for approval, and verify its status.
This guide creates a single-expense record and either keeps it as a draft or places it in the approval queue.
Before you begin
You need:
- an authenticated account that belongs to the organization;
- Expenses enabled for your organization or account;
- the correct Entity, Currency, Amount, Expense date, and Merchant;
- an approved, documentation-safe receipt file if your policy requires one.
Do not upload a receipt containing unrelated personal information or payment credentials.
Create the expense
- Open
https://expenses.infra.one/your-organization-slug/submitter/single-expense. - Select New single expense.
- Under Invoice / receipt, upload the approved receipt or leave the area empty when your organization’s process permits it.
- Under Entity info, choose Entity and optionally enter Project.
- Under Expense details, choose Currency, enter Amount, select Expense date, and enter Merchant.
- Optionally select Expense country, enter Category, and add Business purpose / description.
The required submission fields are Entity, Currency, a positive Amount, Expense date, and Merchant. A draft can be saved before all submission requirements are complete.
Understand the purchase-order limitation
The current single-expense form displays a PO number field and Match control, but it does not complete a match to an approved purchase order. Do not rely on that control to link a single expense.
When a purchase-order link is required, use the vendor-invoice workflow or follow your organization’s approved recovery process before submitting the expense.
Save or submit
- Select Save as draft if the record needs more work.
- Select Submit for approval when the required data is complete.
- Return to Single expenses and locate the record by merchant, amount, date, or status.
Once submitted, the creator cannot edit or evaluate the record. A different organization member must make the decision.
Success check
The record appears in Single expenses. It shows Draft after a draft save or Submitted after submission. The detail view shows the expected entity, merchant, amount, and date without exposing an unrelated receipt.
Troubleshooting
- If Expenses returns a not-found page, confirm the organization slug, membership, and
expenses_accessrollout. - If Submit for approval does not succeed, complete each required field and make sure the amount is greater than zero.
- If the expense must be linked to a purchase order, use the vendor-invoice workflow or your organization’s approved recovery process; the current single-expense match control does not complete the link.
- If every field is disabled, the record is submitted or terminal, or it belongs to another creator.