What do the statuses on expenses in Klippa mean?
Tip: Looking for what these statuses mean for invoices? Then read this article.
You have probably noticed that an expense can have different statuses. But what exactly do those statuses mean? That is what we will explain in this article. The following six statuses are available:
Note: only users with the expense manager role are able to change the status of an expense.
The expense has been submitted but is not yet in an authorization flow. If your company has set up business rules, your expense will be forwarded directly to the appropriate approver(s) and the status will change to "Accepted". If your expense remains on status "pending" for a long time, please contact your administrator as it probably hasn't been picked up by an authorization flow.
The expense has been denied. It cannot be resubmitted. When you deny an expense, you can add a comment explaining why the expense was denied.
Information is missing in the expense. The expense will then be returned to the submitter. The submitter can resubmit the expense. If you mark an expense as "incomplete" you can add a comment so that the submitter knows what needs to be changed. Read here how to resubmit an expense.
The expense is part of an authorization flow and must be approved. You may have also seen the status as shown below, in this case the expense also has the status "Accepted" which means it's in an authorization flow. In the example below, one person has to approve the expense. When all approvers have approved the expense, the status changes to "Approved".
Tip: if you hover your mouse over the status below, you can see which approver(s) have to approve the expense and which already have.
Choose this status if the expense is approved according to you. After choosing this status and saving the expense, the expense appears in the to do list of the next approver. If you are the only or last approver, the expense will receive the status approved and will appear in the to do list of a finance user to further process the expense.
If your bookkeeping system supports it, the expense is automatically set to "processed" as soon as it has been processed in the bookkeeping system. Expenses with the status claimed are displayed under the "All" tab. A user with the finance role can also manually set an expense to "claimed". We recommend that you only do this if you do not work with a bookkeeping system integration, but instead export your expenses.
You have probably noticed that an expense can have different statuses. But what exactly do those statuses mean? That is what we will explain in this article. The following six statuses are available:
Note: only users with the expense manager role are able to change the status of an expense.
Pending
The expense has been submitted but is not yet in an authorization flow. If your company has set up business rules, your expense will be forwarded directly to the appropriate approver(s) and the status will change to "Accepted". If your expense remains on status "pending" for a long time, please contact your administrator as it probably hasn't been picked up by an authorization flow.
Denied
The expense has been denied. It cannot be resubmitted. When you deny an expense, you can add a comment explaining why the expense was denied.
Incomplete
Information is missing in the expense. The expense will then be returned to the submitter. The submitter can resubmit the expense. If you mark an expense as "incomplete" you can add a comment so that the submitter knows what needs to be changed. Read here how to resubmit an expense.
In workflow
The expense is part of an authorization flow and must be approved. You may have also seen the status as shown below, in this case the expense also has the status "Accepted" which means it's in an authorization flow. In the example below, one person has to approve the expense. When all approvers have approved the expense, the status changes to "Approved".
Tip: if you hover your mouse over the status below, you can see which approver(s) have to approve the expense and which already have.
Approved
Choose this status if the expense is approved according to you. After choosing this status and saving the expense, the expense appears in the to do list of the next approver. If you are the only or last approver, the expense will receive the status approved and will appear in the to do list of a finance user to further process the expense.
processed
If your bookkeeping system supports it, the expense is automatically set to "processed" as soon as it has been processed in the bookkeeping system. Expenses with the status claimed are displayed under the "All" tab. A user with the finance role can also manually set an expense to "claimed". We recommend that you only do this if you do not work with a bookkeeping system integration, but instead export your expenses.
Updated on: 03/04/2024
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