Approving Expenses
Every expense starts as Pending. A manager with approval permission reviews it and either approves or rejects it. This gives you a simple audit trail of who authorized each cost.
The Approval Workflow
An expense moves through three states:
| Status | Meaning |
|---|---|
| Pending | Recorded, waiting for a manager to review |
| Approved | Reviewed and authorized — counts as a posted record |
| Rejected | Reviewed and declined |
Approving or Rejecting
- Open the sidebar menu and go to Expenses.
- Tap a Pending expense to open its details.
- Press Approve Expense or Reject Expense.
- Confirm. The status updates and the reviewer's name is recorded under Approved By / Rejected By.
A rejected expense is locked — it cannot be edited afterward.
Separate Approver (Optional)
By default, anyone with approval permission can approve any pending expense — including one they recorded themselves. If you want stronger control, you can require a separate approver so the person who created an expense cannot approve their own.
Turn this on under Preferences → Expenses when you have more than one approver. With it on, a manager who records an expense must have a different manager approve it.
Removing an Approved Expense
Pending and rejected expenses can be deleted directly. An approved expense is a posted financial record, so it is protected:
- You must provide a reason when removing it — the reason and who removed it are kept for the audit trail.
- An approved expense that was part of a closed cashier session can no longer be removed, because its amount is already counted in that session's totals.
Removing an approved expense keeps a record — it is a reversal, not a silent delete. Always note why you are removing it.
Tips
- Review promptly. Approve or reject expenses regularly so reports stay accurate.
- Use rejection, not deletion. Rejecting keeps the record; deleting an approved expense should be rare and always have a reason.
- Require a separate approver for stronger spending control once you have multiple managers.