Article

    Expense statuses explained

    2 min read
    Last updated 2 weeks ago

    Every expense moves through a status that shows where it stands in the review process, from first being entered to being approved (or cancelled).

    The five expense statuses

    StatusWhat it means
    DraftThe transaction has been created, but the planned and/or actual amount hasn't been finalized yet. Draft expenses can still be edited, and are only visible to the Admin who created them.
    PendingThe transaction has been submitted for review and is waiting on Admin approval.
    Update requestedAn Admin has reviewed the transaction and is asking for changes or additional documentation. The Group Admin who submitted it is notified and can resubmit once the edits are made.
    ApprovedThe transaction has been approved.
    CancelledThe transaction has been cancelled.

    If your organization doesn't require approvals

    Teams that don't require expense approval skip Pending, and Update requested entirely — every expense is created and can be moved to Approved status immediately.

    How a transaction typically moves through these statuses

    1. A Group Admin creates the transaction — it starts in Draft.
    2. Once submitted for review, it moves to Pending.
    3. A reviewing Admin either:
      • Approves it → Approved, or
      • Requests changes → Update requested, which returns to the submitter for edits and resubmission (back to Pending).
    4. At any point before final approval, the transaction can be moved to Cancelled.