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Understand expense and expense report statuses

[This article is prerelease documentation and is subject to change.]

Business Central Expense Agent uses statuses to track where each expense and expense report is in the workflow. Knowing what each status means helps you understand what action to take next.

Important

Expense statuses

The following table describes the statuses that an individual expense can have.

Status Description
Processing The receipt is being scanned and validated. You can't edit the expense yet.
Open The expense is ready for you to review and add to a report.
Pending report The expense is added to a draft report that isn't submitted.
Added to report The expense is part of a submitted report and is moving through the approval workflow.

Expense report statuses

The following table describes the statuses that an expense report can have.

Status Description
Draft The expense report is being prepared. You can add, remove, or edit expenses.
Submitted The expense report is sent for approval. You can't make changes until the reviewer responds.
Approved The reviewer approved the expense report. It's now ready for payment processing.
Rejected The reviewer rejected the expense report. You must edit or remove expenses based on the approver request.
Paid Payment was processed. This status is for reference only—payment is handled outside Expense Agent.

Where statuses appear

Several pages show status badges.

Pages Description
Expense list Each expense shows its current status next to the amount and date.
Report list The dashboard shows expense reports grouped into three tabs: Drafts, Submitted, and Approved. Each tab shows the count of reports in that status.
Detail panels When you open an expense or report, the status appears at the top of the detail view.

Expense Agent overview
Edit expenses in Expense Agent
Create and submit expense reports
Approve expense reports
Troubleshoot common issues in Expense Agent

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