Manage expenses
Use Financial > Expenses to track, approve, pay, filter, and review business expenses.
Expenses is the Financial area for tracking, approving, and paying business expenses. It gives your team a working view of expense records, vendors, categories, statuses, totals, and spend activity.
Open Expenses
From the admin sidebar, open Financial, then choose Expenses. The page header shows Expenses with the description Track, approve and pay business expenses. Use Categories and Vendors to manage supporting lists, or New Expense to create a new expense record.
Read the expense metrics
Use the date selector, such as 7 days, to scope the dashboard. The metric row summarizes Pending approval, Outstanding, Period spend, Paid, Approved, and Paid count. These cards help you see whether expenses need review, payment, or follow-up for the selected period.
Find and filter expenses
Use Search expenses when you know the expense number, vendor, merchant, category, or other searchable detail. Use All Statuses, All Categories, All Vendors, and Date: Newest First to narrow the table and sort the newest records first.
Read the expenses table
| Column | Meaning |
|---|---|
| Number | The expense identifier and short label, such as TFS-EXP-000013. |
| Date | The expense date, such as May 13, 2026. |
| Vendor / Merchant | The vendor or merchant when one is assigned. A dash means no value is shown. |
| Category | The expense category, such as Office Supplies. |
| Status | The current workflow state, such as Draft, Rejected, Approved, Pending approval, or Paid. |
| Total | The expense total and currency. |
| Actions | The row menu for expense-specific actions. |
Use categories and vendors
Use Categories to organize expenses such as office supplies, travel, software, meals, or other internal categories. Use Vendors to manage the businesses or merchants connected to expense records. Keeping these lists clean makes filtering, review, and exports easier.
Create a new expense
Select New Expense to create a record. After an expense exists, use status, category, vendor, total, and supporting details to decide whether it should remain draft, be approved, be paid, or be rejected according to your team process.