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Two-person expense approval

Run vendor invoices, purchase orders and single expenses in one workspace, where whoever creates a record can’t approve it.

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Halden & Roe LLP

Vendor invoice · INV-0418 · Fund II

Draft
No line items yet€0.00
PO number
Match
EBElias BrandtSMSofia Marin
Submit for approval

New single expense

Elias Brandt · Creator

New
Invoice / receipt

EntityRequired

Select entityFund II

Currency · AmountRequired

EUR 0.00EUR 184.20

Expense dateRequired

Select date12 Sep 2026

MerchantRequired

Merchant nameNorthline Rail
Save as draftSubmit for approval
Submitted · another member reviews it

Fields for each cost

Vendor invoices, purchase orders and single expenses each ask for what that kind of cost needs, then go through the same review.

Kestrel Audit Partners

INV-7731 · Sofia Marin reviewing

Submitted

Read-only · the creator can’t decide

  • CreatorElias Brandt
  • EntityFund II
  • Dates21 Sep → 21 Oct 2026
  • Total€19,700.00
  • Purchase orderMatched · PO-0031
ApproveRejectSend back
Note (optional)Confirm approval

Approve, reject or send back

Someone other than the creator reviews every submitted record, and the decision shows on the record with the reason whenever one is required.

One set of review rules

Vendor invoices, purchase orders and single expenses move through the same states and the same approval rules.

Nobody approves their own record
Only a record’s creator can edit and submit it, and only a different organization member can approve it, reject it or send it back.
Five record states
Draft, Submitted, Approved, Rejected and For revision. Submitted records are read-only. Approved and Rejected are final.
Rejections and returns need a comment
Reject and Send back can’t be confirmed without a comment, and the creator sees it on the record. An approval note is optional.
Required fields checked on submit
Save a draft before it’s complete. Submitting checks the required fields. A due date can’t come before its issue date, or a delivery date before its order date.
Invoices match only approved orders
A vendor invoice matches only a purchase order in the same organization that is already Approved. Drafts, submitted, rejected and returned orders are not eligible.
Receipt finder needs admin access
Receipt finder imports an .xlsx or .csv list up to 25 MB. It needs admin receipt-management access, and only a batch’s creator can see its candidate emails.

Works with

Products that run on the same login and record.

Review every expense

Send every vendor invoice, purchase order and single expense through one review by someone other than its creator.

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