Each expense passes through different statuses in Spesenfuchs. A status indicates whether an expense can still be edited, is currently awaiting approval, or has already been exported.
The available statuses and approval workflow depend on whether you use Spesenfuchs PRO or Spesenfuchs TEAM, and whether a manager has been assigned in TEAM.
Status Overview
| Status | PRO | TEAM | Description |
|---|---|---|---|
| Draft | ✓ | ✓ | The expense can still be edited and will not be exported. |
| Pending Approval | – | ✓ | The expense has been submitted to the assigned manager for approval. |
| Rejected | – | ✓ | The manager rejected the expense. |
| Approved | ✓ | ✓ | The expense is complete and can be exported. |
| Exported | ✓ | ✓ | The expense has already been exported. |
Draft
New expenses are initially created with the status Draft.
In this status, all information can be edited. Draft expenses are not included in exports.
How an expense is completed depends on your edition and configuration:
- In Spesenfuchs PRO, users approve their own expenses.
- In Spesenfuchs TEAM without an assigned manager, users also approve their own expenses.
- In Spesenfuchs TEAM with an assigned manager, users submit the expense for approval.
Pending Approval (Spesenfuchs TEAM only)
This status is only used when an assigned manager is configured.
After submission, the expense receives the status Pending Approval and is sent to the assigned manager.
While pending approval, the expense cannot be edited or exported.
The manager can either approve or reject the expense.
Rejected (Spesenfuchs TEAM only)
If the manager rejects an expense, it receives the status Rejected.
The user can correct the expense and submit it again for approval.
Rejected expenses are not exported.
Approved
An approved expense is complete and can be exported.
- In Spesenfuchs PRO, users approve their own expenses.
- In Spesenfuchs TEAM without an assigned manager, users also approve their own expenses.
- In Spesenfuchs TEAM with an assigned manager, the expense is approved by the manager.
If changes are required, the expense can be set back to Draft, 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 edition and your permissions, you can change an expense status.
To change the status
- Open the dashboard, trip list, receipt list, search, or the corresponding trip or receipt.
- Click the current status.
- Select the available action.
Approve Multiple Expenses
When changing an expense from Draft to Approved, you can enable All my expenses to approve multiple expenses at once.
Edit an Approved Expense
If an approved expense needs to be changed, set its status back to Draft. You can then edit and approve or resubmit it.
Possible Status Changes
| Current Status | New Status | Condition |
|---|---|---|
| Draft | Approved | PRO or TEAM without assigned manager |
| Draft | Pending Approval | TEAM with assigned manager |
| Pending Approval | Approved | Manager approves the expense |
| Pending Approval | Rejected | Manager rejects the expense |
| Rejected | Pending Approval | User corrects and resubmits the expense |
| Approved | Draft | Expense needs to be edited |
| Approved | Exported | Automatically during export if enabled |
| Exported | Draft | Administrator only |
Export Behavior
Only expenses with the status Approved are included in exports.
Expenses with the status Draft, Pending Approval, or Rejected are not exported.
After a successful export, approved expenses are automatically marked as Exported if the corresponding option is enabled.
Already exported expenses are excluded from future exports by default. If necessary, enable Export already exported expenses again.
Frequently Asked Questions
Why can I approve an expense directly in TEAM?
If no manager is assigned, users approve their own expenses and the status changes directly from Draft to Approved.
When is an expense marked as Pending Approval?
Only in Spesenfuchs TEAM when a manager is assigned and the expense has been submitted for approval.
Why doesn't my expense appear in the export?
- Is the expense 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 it and submit it again.
Can I edit an exported expense?
Yes. An administrator can reset it to Draft.
When does an expense receive the Exported status?
After a successful export if Set expenses to "Exported" after export is enabled.
Can I export an already exported expense again?
Yes. Enable Export already exported expenses again. Be aware this may create duplicate postings in your accounting system.