Each expense passes through different statuses in Spesenfuchs. A status indicates whether an expense can still be edited, is currently in the approval process, or has already been exported.
The available statuses and approval workflow depend on whether you use Spesenfuchs PRO or Spesenfuchs TEAM, and whether one or more approvers are assigned in TEAM.
Status Overview
| Status | PRO | TEAM | Description |
|---|---|---|---|
| in progress | ✓ | ✓ | The expense can be edited and will not be exported. |
| under review | – | ✓ | The expense has been submitted and is available to the assigned approvers for review. |
| rejected | – | ✓ | An approver has rejected the expense. |
| approved | ✓ | ✓ | The expense is complete and can be exported. |
| exported | ✓ | ✓ | The expense has already been exported. |
in progress
New expenses are initially created with the status in progress.
In this status, all information can be added or changed. Expenses with this status are not included in exports.
How an expense is completed depends on your Spesenfuchs edition and user configuration:
- In Spesenfuchs PRO, users approve their own expenses.
- In Spesenfuchs TEAM without assigned approvers, users also approve their own expenses.
- In Spesenfuchs TEAM with one or more assigned approvers, users submit the expense. The expense then receives the status under review.
under review (Spesenfuchs TEAM only)
The status under review is used when at least one approver is assigned to the user in Spesenfuchs TEAM and the expense has been submitted.
After submission, the expense receives the status under review and is displayed to the assigned approvers for review.
While the expense has this status, it cannot be edited or exported.
An approver can then:
- approve the expense or
- reject it.
If multiple approvers are assigned, the One approval is sufficient rule currently applies. As soon as one of the assigned approvers approves the expense, the approval process is complete. No additional approval from the other approvers is required.
rejected (Spesenfuchs TEAM only)
If an approver rejects an expense, it receives the status rejected.
The user can then make the necessary corrections and submit the expense again. The expense then returns to the status under review.
Rejected expenses are not exported.
approved
An approved expense is complete and can be exported.
The status approved is reached in different ways:
- In Spesenfuchs PRO, users approve their own expenses.
- In Spesenfuchs TEAM without assigned approvers, users also approve their own expenses.
- In Spesenfuchs TEAM with one or more assigned approvers, the expense receives the status approved as soon as an approver approves it.
If an approved expense needs to be changed, its status can be set back to in progress, provided the user has the required permissions.
exported
After a successful export, an expense usually receives the status exported.
This prevents the same expense from being exported unintentionally a second time.
Whether the status is assigned automatically depends on the option Set expenses to "Exported" after export.
Only an administrator can reset the exported status.
Changing the Status
Depending on the current status, your Spesenfuchs edition and your permissions, you can change the status of an expense.
To change the status
- Open the dashboard, trip list, receipt list, search, or the corresponding trip or individual receipt.
- Click the current status of the expense.
- Select the available action.
Approve Multiple Expenses
When changing an expense from in progress to approved, you can also enable the option All my expenses.
This allows you to approve multiple open expenses without changing the status of each expense individually.
Edit an Approved Expense
If an approved expense needs to be changed, set its status back to in progress.
The expense can then be edited and approved or submitted again. If an approver is assigned, a submitted expense receives the status under review.
Possible Status Changes
| Current Status | New Status | Condition |
|---|---|---|
| in progress | approved | PRO or TEAM without an assigned approver |
| in progress | under review | TEAM with at least one assigned approver; the expense is submitted |
| under review | approved | An approver approves the expense |
| under review | rejected | An approver rejects the expense |
| rejected | under review | The user corrects the expense and submits it again |
| approved | in progress | The expense needs to be edited again |
| approved | exported | Automatically during export if the corresponding option is enabled |
| exported | in progress | Administrator only |
Export Behavior
Only expenses with the status approved are included in exports.
Expenses with the status in progress, under review, or rejected are not exported.
After a successful export, approved expenses are automatically marked as exported if the option Set expenses to "Exported" after export is enabled.
Already exported expenses are excluded from future exports by default. If necessary, enable Export expenses that have already been exported again.
Frequently Asked Questions
Why can I approve an expense directly in TEAM?
If no approver is assigned to the user, they approve their own expense. The expense changes directly from in progress to approved.
When does an expense receive the status "under review"?
The status is used in Spesenfuchs TEAM when at least one approver is assigned to the user and the expense has been submitted.
What happens if multiple approvers are assigned?
The expense is displayed to all assigned approvers for review. The One approval is sufficient rule currently applies. As soon as one of the approvers approves the expense, the approval process is complete.
Why doesn't my expense appear in the export?
Check the following:
- Does the expense have the status approved?
- Is the expense date within the selected export period?
- Has the expense already been exported?
What happens when an expense is rejected?
The expense receives the status rejected. The user can correct the expense and submit it again. It then returns to the status under review.
Can I edit an exported expense?
Yes. An administrator can reset the status to in progress. The expense can then be edited and subsequently approved or submitted again.
When does an expense receive the status "exported"?
After a successful export, provided the option Set expenses to "Exported" after export is enabled.
Can I export an already exported expense again?
Yes. Enable Export expenses that have already been exported again.
Be aware that this may create duplicate postings in your accounting system if the expense has already been imported.
Where can I see when and by whom the status was changed?
Every trip and every individual receipt has a history that lists all status changes with the time and the person. To find out where to find it and what it shows, see the article Where can I see the status history of a trip or an individual receipt?