Expenses permissions and states
Reference Expenses rollout gates, creator and evaluator rules, record states, and Receipt finder restrictions.
Expenses combines a rollout gate, organization membership, record ownership, and an additional administrator capability for Receipt finder.
Route and permission matrix
| Surface or action | Requirement |
|---|---|
| Open Expenses | Authenticated organization member and an organization-level or per-user expenses_access rollout |
| Create a vendor invoice, purchase order, or single expense | Any member who can open Expenses |
| Edit or submit a record | Its creator, while the record is new, Draft, or For revision |
| Approve, reject, or send back a record | A different organization member, while the record is Submitted |
| Open Receipt finder | Organization admin with the receipt-management capability |
| Review a Receipt finder candidate body | The administrator who created that receipt-search batch |
When the rollout is disabled, Expenses routes return not found. A matching URL does not bypass organization membership or the live rollout check.
Record transition matrix
| Current state | Creator actions | Other member actions | Possible next state |
|---|---|---|---|
| New or Draft | Save as draft, Submit for approval | None | Draft, Submitted |
| Submitted | None | Approve, Reject, Send back | Approved, Rejected, For revision |
| For revision | Edit, Save as draft, Submit for approval | None | Draft, Submitted |
| Approved | None | None | Terminal in the expense-review workflow |
| Rejected | None | None | Terminal in the expense-review workflow |
Reject and Send back require an evaluator comment. Approve accepts an optional note.
Submission requirements
| Record | Required for submission |
|---|---|
| Vendor invoice | Entity, currency, supplier, invoice number, issue date, due date, and at least one line item; due date cannot precede issue date |
| Purchase order | Entity, currency, supplier, PO number, order date, and at least one line item; delivery date cannot precede order date |
| Single expense | Entity, currency, merchant, expense date, and amount greater than zero |
A vendor invoice can match only an Approved purchase order in the same organization. The current single-expense form displays matching controls but does not complete the link; do not treat a PO number on a single expense as a verified match.
Receipt finder boundary
Receipt finder can import an .xlsx or .csv accountant list up to 25 MB and search the batch creator’s connected Google mailbox. Its states include Queued, Searching…, Receipt found, Needs review, Needs you, Not found, Resolved, and Dismissed.
Mailbox content and accounting evidence are sensitive. Do not expose candidate email bodies, senders, subjects, addresses, or uploaded accountant files in public documentation or screenshots.