How-toExpenses
Review an expense
Approve, reject, or return a submitted expense and verify the resulting record state.
This guide records an approval decision on a submitted vendor invoice, purchase order, or single expense.
Before you begin
You need:
- an authenticated organization-member account with Expenses enabled;
- a record in Submitted state;
- a viewer who is not the record’s creator;
- sufficient, approved evidence to make the decision.
Use only the organization’s designated review process. A creator cannot approve their own record.
Find the submitted record
- Open
https://expenses.infra.one/your-organization-slug. - Choose Vendor invoices, Purchase orders, or Single expenses in the sidebar.
- Filter or search for the intended record and confirm that its status is Submitted.
- Open the record.
- Verify the creator, entity, counterparty or merchant, dates, currency, amount or line-item totals, and any approved supporting file.
- For a vendor invoice with a PO number, confirm that the purchase-order banner shows Matched to the intended approved purchase order. The current single-expense form does not complete this match.
Record a decision
Choose exactly one outcome:
- To approve, select Approve, add an optional Note, then select Confirm approval.
- To reject the record, select Reject, enter the required Reason, then select Reject in the confirmation dialog.
- To request a correction, select Send back, enter the required explanation, and confirm the revision action.
Do not use rejection when the creator can correct the record. Send back places it in For revision, where the creator can edit and resubmit it.
Success check
The record displays the intended status:
- Approved for an accepted record;
- Rejected for a rejected record; or
- For revision for a returned record.
For a rejection or revision request, the detail view also displays the evaluator’s comment. The list reflects the same status after refresh.
Troubleshooting
- If no decision controls appear, confirm the record is Submitted and you are not its creator.
- If Reject or Send back cannot be confirmed, enter a reason.
- If the detail data is read-only, that is expected for a non-creator and for submitted or terminal records.
- If the list and detail states disagree, reload the record before making another decision.