Invoices and operations
Submit, approve, reject, or withdraw an expense
A submitter chooses an eligible approver and cannot approve their own expense. Pending and approved expenses are locked; the submitter can withdraw a pending request, while a rejected expense can be corrected and submitted again.
Before you begin
- The Expenses feature and your expense access must be available.
- Complete the required supplier, project, amount, tax, coding, and receipt details before submission.
- Choose an eligible approver who is not the submitter.
- Only the assigned approver can decide the request; broad expense-admin access does not replace that assignment.
Sales → Expenses
Submit and review an expense
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Review the expense
Open Sales → Expenses and check the receipt, date, supplier, project, lines, amount, tax, product or service links, cost code, and notes.
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Submit for Approval
Open the expense, select Submit for Approval, choose an eligible Approver, then select Submit.
You cannot choose yourself as the approver.
Expected result: The expense shows Pending Approval and the assigned approver.
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Approve or reject the request
The assigned approver opens the pending expense or approval notification and reviews its details and receipt.
Select Approve, or enter the required reason and select Reject.
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Withdraw a pending request when correction is needed
The submitter can select Withdraw while the request is pending. The expense returns to draft so it can be edited and submitted again.
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Correct and resubmit a rejection
Open the rejected expense, read the decision comment, correct the record, and submit it to an eligible approver again.
Understand expense approval states
Not required
The expense does not require the approval workflow for its current access path.
Continue the supported workflow. No approval badge is shown.
Draft
The expense can be completed or corrected before submission.
Edit and submit. Choose an eligible approver.
Pending
The assigned approver has not decided yet.
Wait or withdraw. Editing and QuickBooks actions are locked.
Approved
The assigned approver accepted the expense.
Preserve the decision. The expense remains locked for ordinary editing.
Rejected
The approver declined the expense and provided a reason.
Correct and resubmit. The record becomes editable again.
Only the assigned approver can decide
A company or expense administrator who is not the assigned approver cannot use broad access to approve the request. The submitter also cannot approve their own expense.
Troubleshooting
Submit for Approval is unavailable.
Confirm the expense is saved, is in Draft, Rejected, or Not Required state as applicable, and is not already locked or sent to QuickBooks.
No approver is available.
Ask a company administrator to confirm eligible users and expense permissions. The submitter cannot be selected.
Approve is unavailable.
Confirm the request is Pending and assigned to you. Expense Admin access alone does not let a different user decide it.
Reject cannot be completed.
Enter a reason. JobBuddy requires a rejection reason so the submitter knows what to correct.
The expense cannot be edited.
Pending and Approved expenses are locked. The submitter can withdraw a pending request; a rejected expense can be corrected and resubmitted.
What happens next
- Approved expenses retain the submitter, assigned approver, decision, and audit history.
- Rejected expenses can be corrected using the decision comment and submitted again.
- QuickBooks actions remain unavailable while an expense is pending approval.