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This page explains each status, the checks that run when you submit, and who is allowed to edit a report at each stage. For the approver's view, see ",[409,414,415],{"href":159},"expense approvals",".",[418,419,421],"h2",{"id":420},"the-status-flow","The status flow",[423,424,429],"pre",{"className":425,"code":427,"language":428},[426],"language-text","DRAFT → SUBMITTED or PENDING_APPROVAL → APPROVED → PAID\n                                              ↘ REJECTED\n        (any pre-paid stage) ───────────────→ CANCELLED\n","text",[430,431,427],"code",{"__ignoreMap":432},"",[434,435,436,452],"table",{},[437,438,439],"thead",{},[440,441,442,446,449],"tr",{},[443,444,445],"th",{},"Status",[443,447,448],{},"What it means",[443,450,451],{},"Who sees it",[453,454,455,472,483,494,504,515,525],"tbody",{},[440,456,457,461,464],{},[458,459,460],"td",{},"DRAFT",[458,462,463],{},"Editable working copy",[458,465,466,467,471],{},"Only the submitter — ",[468,469,470],"strong",{},"not"," visible to approvers",[440,473,474,477,480],{},[458,475,476],{},"SUBMITTED",[458,478,479],{},"Sent in when approval isn't required",[458,481,482],{},"Submitter + finance",[440,484,485,488,491],{},[458,486,487],{},"PENDING_APPROVAL",[458,489,490],{},"Waiting on an approver's decision",[458,492,493],{},"Submitter + approver",[440,495,496,499,502],{},[458,497,498],{},"APPROVED",[458,500,501],{},"Cleared for payment",[458,503,482],{},[440,505,506,509,512],{},[458,507,508],{},"REJECTED",[458,510,511],{},"Sent back with a reason",[458,513,514],{},"Submitter",[440,516,517,520,523],{},[458,518,519],{},"PAID",[458,521,522],{},"Reimbursed",[458,524,482],{},[440,526,527,530,533],{},[458,528,529],{},"CANCELLED",[458,531,532],{},"Withdrawn before payment",[458,534,514],{},[536,537,540],"callout",{"color":538,"icon":539},"blue","i-lucide-info",[405,541,542,545,546,549,550,553],{},[468,543,544],{},"Drafts are private."," A report stays invisible to approvers until you submit it. Take the time to get line items, ",[409,547,548],{"href":225},"per diems",", ",[409,551,552],{"href":217},"mileage",", and receipts right before submitting.",[536,555,558],{"color":556,"icon":557},"amber","i-lucide-x-circle",[405,559,560,563],{},[468,561,562],{},"You cannot cancel a PAID report."," Once a report is reimbursed it's final. Cancel only applies to reports that haven't been paid yet.",[418,565,567],{"id":566},"what-happens-when-you-submit","What happens when you submit",[405,569,570,571,574],{},"The ",[468,572,573],{},"Submit"," action runs a series of checks before the report leaves draft. If any check fails, submission is blocked and you'll see the reason.",[434,576,577,590],{},[437,578,579],{},[440,580,581,584,587],{},[443,582,583],{},"Check",[443,585,586],{},"Rule",[443,588,589],{},"If it fails",[453,591,592,603,621],{},[440,593,594,597,600],{},[458,595,596],{},"At least one item",[458,598,599],{},"The report must contain at least one item",[458,601,602],{},"Add a purchase, per diem, or mileage row first",[440,604,605,608,615],{},[458,606,607],{},"Receipts required",[458,609,610,611,614],{},"If the org requires receipts, every line item over the ",[468,612,613],{},"receipt threshold"," needs a receipt",[458,616,617,620],{},[430,618,619],{},"N expense(s) above $X require receipts"," — attach receipts and resubmit",[440,622,623,626,629],{},[458,624,625],{},"Maximum report amount",[458,627,628],{},"If a max report amount is set, the total must not exceed it",[458,630,631],{},[430,632,633],{},"Expense report total … exceeds maximum allowed",[405,635,636],{},"If all checks pass, the report's destination status depends on policy:",[434,638,639,649],{},[437,640,641],{},[440,642,643,646],{},[443,644,645],{},"Condition",[443,647,648],{},"Result",[453,650,651,666,676],{},[440,652,653,660],{},[458,654,655,656,659],{},"Total is ",[468,657,658],{},"under"," the \"auto-approve below\" threshold (if set)",[458,661,662,663,665],{},"Report is ",[468,664,498],{}," immediately",[440,667,668,671],{},[458,669,670],{},"Approval is required",[458,672,673,674],{},"Report becomes ",[468,675,487],{},[440,677,678,681],{},[458,679,680],{},"Approval is not required",[458,682,673,683],{},[468,684,476],{},[686,687,689],"h3",{"id":688},"who-approves-it","Who approves it",[405,691,692,693,696,697,416],{},"The approver is the ",[468,694,695],{},"submitter's manager",". If the submitter has no manager, it routes to the ",[468,698,699],{},"first admin or executive",[536,701,702],{"color":538,"icon":539},[405,703,704,705,708,709,416],{},"Department heads can only approve or reject expenses ",[468,706,707],{},"within their own department"," — see ",[409,710,415],{"href":159},[418,712,714],{"id":713},"editing-after-submission","Editing after submission",[434,716,717,727],{},[437,718,719],{},[440,720,721,724],{},[443,722,723],{},"Role",[443,725,726],{},"Can edit",[453,728,729,741],{},[440,730,731,734],{},[458,732,733],{},"ADMINISTRATOR \u002F EXECUTIVE",[458,735,736,737,740],{},"Can keep ",[468,738,739],{},"adding items"," to reports in DRAFT, SUBMITTED, or PENDING_APPROVAL",[440,742,743,746],{},[458,744,745],{},"Everyone else (EMPLOYEE, DEPARTMENT_HEAD)",[458,747,748,749],{},"Can only edit a report while it's in ",[468,750,460],{},[405,752,753],{},"Once a report is submitted, regular users can no longer change it — they must wait for approval or rejection. A rejected report comes back with a reason so it can be corrected and resubmitted.",[418,755,757],{"id":756},"policies-that-affect-submission","Policies that affect submission",[759,760,761,768,774,780],"ul",{},[762,763,764,767],"li",{},[468,765,766],{},"Receipt threshold."," The dollar amount above which a line item must have a receipt attached.",[762,769,770,773],{},[468,771,772],{},"Maximum report amount."," A cap on the total a single report can claim.",[762,775,776,779],{},[468,777,778],{},"Auto-approve below."," A threshold under which reports skip approval and go straight to APPROVED.",[762,781,782,785,786,416],{},[468,783,784],{},"Max days to submit."," How long after the expense you have to submit it — ",[468,787,788],{},"default 30 days",[418,790,792],{"id":791},"exporting-a-report","Exporting a report",[405,794,795,796,799,800,416],{},"Each report has its own ",[468,797,798],{},"Excel export"," for sharing or record-keeping. For organization-wide reporting and analytics, see ",[409,801,325],{"href":326},[418,803,805],{"id":804},"troubleshooting","Troubleshooting",[434,807,808,821],{},[437,809,810],{},[440,811,812,815,818],{},[443,813,814],{},"Message \u002F symptom",[443,816,817],{},"Cause",[443,819,820],{},"Fix",[453,822,823,834,846,858,869,880,891],{},[440,824,825,828,831],{},[458,826,827],{},"Can't submit — \"at least one item\"",[458,829,830],{},"The report is empty",[458,832,833],{},"Add a purchase, per diem, or mileage row",[440,835,836,840,843],{},[458,837,838],{},[430,839,619],{},[458,841,842],{},"Items over the receipt threshold have no receipt",[458,844,845],{},"Attach receipts to those items, then resubmit",[440,847,848,852,855],{},[458,849,850],{},[430,851,633],{},[458,853,854],{},"The total exceeds the max report amount",[458,856,857],{},"Split the report or remove items to get under the cap",[440,859,860,863,866],{},[458,861,862],{},"Report went straight to APPROVED",[458,864,865],{},"Total was under the auto-approve threshold",[458,867,868],{},"This is expected — auto-approve is enabled and your total qualified",[440,870,871,874,877],{},[458,872,873],{},"Approver can't see the report",[458,875,876],{},"It's still in DRAFT",[458,878,879],{},"Submit it; drafts are not visible to approvers",[440,881,882,885,888],{},[458,883,884],{},"Can't cancel the report",[458,886,887],{},"The report is already PAID",[458,889,890],{},"Paid reports are final and cannot be cancelled",[440,892,893,896,899],{},[458,894,895],{},"Can't edit after submitting",[458,897,898],{},"You're not an admin\u002Fexec and the report left DRAFT",[458,900,901],{},"Wait for approval\u002Frejection; admins\u002Fexecs can still add items",[418,903,905],{"id":904},"related","Related",[759,907,908,913,918,923,928],{},[762,909,910],{},[409,911,912],{"href":209},"Expenses overview",[762,914,915],{},[409,916,917],{"href":225},"Per diems",[762,919,920],{},[409,921,922],{"href":230},"Receipt scanning",[762,924,925],{},[409,926,927],{"href":159},"Expense approvals (approver side)",[762,929,930],{},[409,931,325],{"href":326},{"title":432,"searchDepth":933,"depth":934,"links":935},1,2,[936,937,941,942,943,944,945],{"id":420,"depth":934,"text":421},{"id":566,"depth":934,"text":567,"children":938},[939],{"id":688,"depth":940,"text":689},3,{"id":713,"depth":934,"text":714},{"id":756,"depth":934,"text":757},{"id":791,"depth":934,"text":792},{"id":804,"depth":934,"text":805},{"id":904,"depth":934,"text":905},"Understand the expense report lifecycle, the rules that govern submitting a report, and who can edit it at each stage.","md",null,{},{"icon":237},{"title":234,"description":946},"vdh6mt76ZUzyDEtHTq5ekDX4RsTlrpLAJ7fk86yxq84",[954,956],{"title":229,"path":230,"stem":231,"description":955,"icon":232,"children":-1},"Use AI to read receipts and bank statements automatically, manage stored receipts, and understand per-plan scan limits.",{"title":84,"path":244,"stem":245,"description":957,"icon":246,"children":-1},"How the BookYourPTO document hub works — the personal filing cabinet, built-in and custom folders, the Company Library, and how files are encrypted and protected at rest.",1781157129261]