Skip to main content
Expenses queue on their own tab in Approvals, next to timesheets, timecards and time off. Open Approvals → Expenses to clear them. For the full expense workflow – categories, receipts, markup and billing – see /expenses/approve-an-expense.

​
The Expenses tab

Two sub-tabs. The tab carries a live count badge, and that count feeds the total on the Approvals link in the sidebar.

​
Approve or reject

1

Open Approvals

Click Approvals in the sidebar, then the Expenses tab.
2

Stay on Awaiting

The queue lists every submitted expense you may review.
3

Review the expense

Check the person, category, amount and whether it is billable.
4

Approve or reject

Rejecting asks for a reason, which goes back to the person.

​
The History sub-tab

History is a read-only audit of what has already been decided, with one exception. Empty state: “No decided expenses yet – approved and rejected expenses appear here.”

​
Withdraw an approval

Approved something by mistake? Take it back.
1

Open History

Go to Approvals → Expenses → History.
2

Find the approved expense

Only rows with the status approved carry the action. An invoiced expense does not.
3

Click Withdraw approval

A confirmation reads “The expense returns to the awaiting queue for re-review. This reverses your approval.”
4

Confirm

You get Approval withdrawn. and the expense goes back to the Awaiting queue.
An expense that has already been invoiced cannot be withdrawn – it is on a bill someone has seen.

​
Example

Ana Ferreira, a contractor at Northwind Studio, submits a $180 stock-photo licence for Bluebird Coffee’s Website Redesign, marked billable. Daniel Okafor opens Approvals. The Expenses tab shows a 1 badge. He checks the category and the billable flag, and approves it. The $180 is now available to bill to Bluebird Coffee. The next day Priya Raman tells him the licence was for an internal template, not the client project. Daniel opens Approvals → Expenses → History, finds the row, clicks ⋮ → Withdraw approval, and confirms. The expense goes back to the awaiting queue. Ana corrects it to non-billable, and Daniel approves it again.

​
Permissions

Finance holds expense.approve – expenses are a money surface, so both the delivery roles and the money roles review them. Supervision scope applies, and cost figures are filtered on the server, so a reviewer without cost permission never receives cost columns.

​
Plan and app gating

  • The Expenses app must be switched on in Settings → Apps. It depends on the Projects & tasks app.
  • Submitting an expense is free. Approving one is Pro, like every other approval.
A Free workspace collects expense submissions and clears them the day it upgrades. Nothing is lost.

​
What happens next

  • An approved expense is settled, and a billable one can go onto an invoice.
  • The person is notified of the decision.
  • Once it lands on an invoice it becomes invoiced, and the approval can no longer be withdrawn.

​
Common questions

The Expenses app is off in Settings → Apps, or you do not hold expense.approve.
No. Only an approved, not-yet-invoiced expense can be withdrawn. Void the invoice first.
No. It makes a billable expense available to invoice. Someone still has to create the invoice.
Not as rows. The timesheet approval lists show a person’s expense total for the period as a column, so you can see the whole picture.
Both. Project Managers and Finance hold expense.approve by default, as do Owners and Admins.

​
Troubleshooting

  • “Couldn’t withdraw the approval.” The expense may already be invoiced, or someone changed it while your screen was open.
  • No ⋮ menu on a history row. Only approved rows carry the withdraw action.
  • The tab shows a paywall. The workspace is on the Free plan.
  • You cannot see the amounts you expect. Cost and markup columns are filtered by capability.

Approve an expense

The full expense review, in detail.

Expense statuses

Draft, submitted, approved, rejected, invoiced.

Approvals overview

The shared inbox all four domains share.

Billable expenses

What makes an expense billable, and markup.

Expense permissions

Every expense capability, by role.

Approval permissions

Who approves what, across all four domains.