Approving Expenses

Add-on required. This feature requires the Expense Management add-on to be active on your store. View add-ons

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.

The navigation menu icon at the top of the Fuze Store app, used to open the sidebar menu — Open the menu

The Expenses item highlighted in the Fuze Store navigation menu — Menu → Expenses

Tap View Details on a Pending expense.

The Expense detail screen for a Pending expense, showing Edit at the top right and Approve Expense, Reject Expense, and Delete Expense actions below the details — Expense detail → Pending

Press Approve Expense or Reject Expense.
Confirm. The status updates and the reviewer's name is recorded under Approved By / Rejected By.

Only a Pending expense shows Edit, Approve Expense, and Reject Expense together like this — once it moves to Approved or Rejected, those options disappear (see Managing Expenses).

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.