Approving Expenses

Applies toEvery plan, including free Basic Expense Management add-on Needs Expenses · ApproverUsually owner, manager

Every expense starts as Pending. A manager with approval permission reviews it and approves or rejects it. This gives you a simple audit trail of who authorized each cost.

Before you start

The Expense Management add-on is active, and you have Expenses · Approver.

Steps

Find the pending expenses

Open the sidebar menu and go to Expenses. Filter Status to Pending. The period starts on this week. Filters also narrow by category, amount range, and search, and the list loads 25 at a time as you scroll.

The Expenses list filtered to Pending — Filter to Pending

Open a pending expense

Press View Details, or tap its category name. Check the amount, category, date, description, and receipts.

The Expense detail screen for a Pending expense, showing Edit and the Approve Expense, Reject Expense, and Delete Expense actions — Expense detail → Pending

Approve or reject

Press Approve Expense or Reject Expense. Confirm. The status updates and your name is recorded under Approved By or Rejected By. Rejecting does not ask for a reason.

The expense after approval, with Approved By shown — Decision recorded

The approval workflow

Status	Meaning
Pending	Recorded, waiting for a manager to review.
Approved	Reviewed and authorized. It counts as a posted record.
Rejected	Reviewed and declined.

What happens next

An approved cash-drawer expense counts as cash out of its session. The open session's expected cash picks it up the next time its totals are worked out, within 30 seconds.
A rejected expense can no longer be edited and is left out of every total.
Other devices reload only on plans with live sync.

Edge cases

An expense is decided once. If two managers open the same pending expense, the first decision is kept. The second sees This expense was already approved or rejected, with the expense refreshed to show what was decided. An approved expense cannot be rejected afterward.
Who can approve. Anyone whose role has the approve permission can approve or reject, including an expense they recorded themselves. Give the permission only to the roles you trust.
Only Pending expenses show Approve and Reject, together with Edit. Once decided, those buttons disappear.
Undo an approval by voiding. Remove the expense with a reason. The reason and who removed it are kept. It is a reversal, not a silent delete.
A closed session locks it. An approved expense that belongs to a closed session cannot be voided, because its amount is already in that session's totals.
Expenses from an AI assistant arrive Pending and must be approved here. Imported expenses carry no receipt files.
Prefer rejection to deletion. Rejecting keeps the record.

Works with

Add-on or plan	What changes on this page
Expense Management add-on	Required. Without it the Expenses menu does not show and every expense call is refused.
Store Sessions add-on	Approving a cash-drawer expense lowers that session's expected cash. Voiding it after the session closes is refused.
AI Connections add-on	Imported expenses start Pending for you to approve.
Any plan	No plan limit applies.