Expense claim statuses

Depending on the status of the expense claim and your user role, you can edit, view, delete or void it. Full details for each status are listed beneath this summary table of when you can and can't edit, delete or void expense claims and receipts on claims.

What can you do with claims in different statuses?

Pending expense claims

Authorized expense claims

Paid expense claims

Voided expense claims

Declined expense claims

Your user role determines whether you can authorize your own claim or just submit it for approval.
Expense claims role comparison

What can you do with claims in different statuses?

StatusEdit (receipt or claim)Delete or Void (receipt or claim)

Your Current Claim

(which has not yet been submitted for approval)

Can edit any receipt on the claim

Can delete individual receipt or delete whole claim

Pending claims

Your or another user's claim that has been submitted for approval

Can edit only those receipts on the claim that are still awaiting review; receipts already approved or declined can't be edited

Can delete individual receipt (whether approved, declined or still awaiting review) or delete whole claim

Authorized claims

Your or another user's claim that has had all receipts approved & the whole claim has been authorized and is awaiting payment

Cannot edit any receipts on the claim

Cannot delete receipts or claim but can void whole claim

Paid claims

Your or another user's claim that has been paid

Cannot edit any receipts on the claim

Cannot delete or void the claim, however payment to the user can be deleted from bank account the claim was paid from, then the whole claim can be voided

Voided claims

Your or another user's claim that has been voided, regardless of whether receipts on the claim were approved or declined

Cannot edit any receipts on the claim

Cannot delete the claim

Declined claims

Your or another user's claim that has been authorized with all receipts on the claim declined

Cannot edit any receipts on the claim

Cannot delete or void the claim

Pending expense claims

View pending claims from the Previous Claims tab. A person who can approve claims will see the same claim and the claims other users have submitted for approval on the Awaiting Authorization tab.

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What displays on a Pending claim

All receipts submitted on the expense claim are displayed with a status.

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Receipts on your pending expense claim may or may not have been reviewed by the approver and will have a status of:

  • Submitted – the receipt has been submitted but not reviewed by the approver.
  • Approved – the receipt has been approved, ready to be included for authorization.
  • Declined – the receipt has been declined, ready to be excluded from authorization.

Receipts on Pending claim that have a status of ‘Submitted’ can be edited. If receipts have any other status e.g. ‘Approved’ the receipt will be read only.

Submitted receipt

Edit draft

You can delete a receipt from the Pending claim but can’t add more receipts.

Delete receipts or the entire claim

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You can delete any receipts on a Pending claim, or the entire claim.

  • Using the checkboxes, select those receipts you want to delete and click Delete.
  • A quicker way of deleting one receipt at a time is to use the ‘X’ icon next to each receipt.
  • Delete the entire claim by clicking Delete Expense Claim or selecting all receipts and clicking Delete.

Delete or void an expense claim

History & Notes

View the expense claim history or add a note to a claim in any status using History & Notes.
Find out more about History & Notes

Expense Claim Summary Report

Click on the ‘View Expense Claim Summary Report Link’ to see a summary report of the expense claim including descriptions on receipts and accounts used across the whole claim.

Authorized expense claims

View authorized claims (those that have all receipts approved or declined and have had reporting and payment date entered) from the Previous Claims tab (only your claims), or the Archive tab.

A user who has a role that lets them approve claims will see the same claim and claims authorized for other users on the Awaiting Payment tab if the claim has been authorized but not yet marked for payment.

Image showing approved expense claim that's waiting to be paid.

What displays on an Approved or Partially Approved claim

Payment Due date

The date the claim is expected to be paid. This date is recorded by the person authorizing the claim.

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Approved claims

All receipts on an Approved claim have a status of ‘Approved’ which means they have been reviewed and authorized for payment. Partially paid expense claims also have a status of ‘Approved’ – their status changes to ‘Paid’ only when fully paid.

Partially Approved claims

If a claim is Partially Approved it means some receipts have a status of ‘Approved’ and some a status of ‘Declined’ – the receipt has been reviewed and declined for payment. The approved total will be less any declined receipts.

All receipts on an Approved claim are read only, so you can’t edit them. If the claim has not yet been processed for payment, you can void it.

Paid

If you are someone who can pay expense claims, you can record payments (full or partial) on claims that have been authorized - these are displayed on the Awaiting Payment tab.

Image showing the payment fields on an expense claim.

Amount paid

Enter the full or part of the amount to pay. You cannot enter any greater amount than that outstanding for the claim. Any payments already recorded will display.

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Date Paid

The date on which you are making the payment – this may be the same as the Payment Due Date entered when the claim was authorized.

Paid From

Choose the account the payment is to be made from.

If you're reimbursing by making a cash payment, choose the bank account from which the payment is to be made. Amounts paid (whether full or partial) will display in the list of bank account transactions for the chosen account.

pay exp - shown in bank acct.png

If you're making the payment (or part payment) from another account, those that you've set to 'payments enabled' in your chart of accounts will display.

Payments from these accounts don't go through your bank account and you'll only see these transactions in certain reports like Balance Sheet and Account Transactions Report.

You might do this if you want the claim to be paid back into the business by 'paying' the claim from an owner's equity account.

Non-bank payment

Enter a Payment reference if required. Once the claim is fully paid, its status will change to ‘Paid’.

Awaiting Payment claims are listed as reconciling items during the bank reconciliation process and if you reconcile to a full payment made from your bank account this will also cause the claim status to change to ‘Paid’.

Complete partial payments

Claims that have been partially paid will remain on the Awaiting Payment tab (and have a status of ‘Approved’ when displayed on other tabs i.e. Previous Claims or Archive) until the full amount has been recorded as paid. The amount paid, and amount due will display.

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Delete payment

You can delete a payment entered in error. The expense claim will remain on the Awaiting Payment tab until it is fully paid. To delete the payment:

  1. Run the Account Transactions report for the Unpaid Expense Claims account.

  2. Click the payment entered in error.

    Image showing payment entered in error selected.

  3. Click Options and select Remove & Redo.

    Image showing remove and redo option selected.

  4. Click Yes.

Expense Claim Summary Report

Click View Expense Claim Summary Report to see a summary report of the expense claim including descriptions on receipts and accounts used across the whole claim.

Void Expense Claim

An Approved claim that has not been paid can be voided by clicking Void Expense Claim at the bottom of the claim.

Image showing Void Expense Claim button.

The claim will still exist and will display on the Previous Claims tab or Archive tab with a status of ‘Voided’.

Delete or void an expense claim

History & Notes

View the expense claim history or add a note to a claim in any status using History & Notes.

Paid expense claims

View paid claims from the Previous Claims tab (only your claims), or if your user role allows, from the Archive tab (all claims for the organization).

exp - paid main.png

If you've made a payment in error, you can delete the payment.

Delete payment

What displays on a Paid claim

Payment Due date - the date the claim was expected to be paid. This date is recorded by the person authorizing the claim.

All receipts on a paid claim have a status of ‘Approved’.

exp - paid - statuses.png

All receipts on Paid claim are read only, so you can’t edit, delete or void them.

If a claim has been paid in error, it can be voided after the full payment has been deleted from the bank account. The claim status will change to approved if a payment is deleted.

Expense Claim Summary Report

Click View Expense Claim Summary Report to see a summary report of the expense claim including descriptions on receipts and accounts used across the whole claim.

Expense Claim Summary Report

History & Notes

View the expense claim history or add a note to a claim in any status using History & Notes.

Voided expense claims

View voided claims from the Previous Claims tab (only your claims), or if your user role allows, from the Archive tab (all claims for the organization).

Void Expense Claim

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What displays on a Voided claim

All receipts on a voided claim have a status of ‘Voided’. An entire claim is voided which changes the status of each individual receipt (regardless of its previous status) to ‘Voided’.

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The voided claims and all receipts and file attachments on it are read only and can’t be edited or deleted.

History & Notes

View the expense claim history or add a note to a claim in any status using History & Notes.

Declined expense claims

View declined claims from the Previous Claims tab (only your claims) or if your user role allows, from the Archive tab (all claims for the organization).

exp - declined main.png

What displays on a Declined claim

All receipts on a declined claim have a status of ‘Declined’. All receipts on a claim must be declined individually and when the claim is authorized it will have a status of ‘Declined’.

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The declined claims and all receipts on it are read only and can’t be edited or deleted. If you want to resubmit a claim, you'll need to enter the receipts again.

History & Notes

View the expense claim history or add a note to a claim in any status using History & Notes.