# Approving Expenses
> Source: https://development.fuze-store.com/docs/store/expenses/approving-expenses

# 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

1. Open the sidebar menu and go to **Expenses**.
2. Tap a **Pending** expense to open its details.
3. Press **Approve Expense** or **Reject Expense**.
4. 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.

## Related Guides

- [Creating an Expense](/docs/store/expenses/creating-an-expense)
- [Managing Expenses](/docs/store/expenses/managing-expenses)
- [Expense Tracking Overview](/docs/store/expenses/overview)