Spend without a PO, approved the same way.
Record card payments, small purchases and costs staff paid themselves. Expenses go through the same approval routes as your purchase orders, and are marked as paid when settled.
| No | Summary · Payee | Status | Total |
|---|---|---|---|
| EXP-118 | Client lunchOmar Haddad · Company card | Pending Approval | 186.40 |
| EXP-117 | Train tickets, trade showLena Brandt · Paid personally | Approved | 94.00 |
| EXP-116 | Domain renewalDaniel Kim · Company card | Paid | 39.99 |
| EXP-115 | Courier, signed documentsSara Mitchell · Paid personally | Paid | 27.50 |
How expenses work in Expeni
- Record the expenseAdd the payee, how it was paid, the lines with GL account and tax, and attach the receipt.
- Send for approvalIt follows the department's approval route, and approvers get an email.
- Approved or deniedEach decision is recorded, like for purchase orders.
- Mark as paidOnce it is settled or reimbursed, mark the approved expense as paid.
All spending in one place
Purchase orders and expenses side by side, approved by the same people.
Payee and payment method
Record who paid or should be paid, and the payment method.
GL accounts and tax per line
Each line has its amount, vendor, GL account and tax, ready for your accounting.
Receipts attached
Keep the receipt with the expense, so it is there when finance or the auditor asks.
Same approval routes
Use a separate expense route per department, or the one you use for POs.
Numbered and tracked
Every expense gets its own number and a status, from draft to paid.
PDF when you need it
Download selected expenses as a PDF, for example to file with your records.
Questions about expenses
What is the difference between an expense and a purchase order?
A purchase order is approved before you buy. An expense records spend that has already happened or has no PO, such as a card payment or a cost a member of staff paid, and is approved before it is paid or booked.
Do expenses use the same approvers as purchase orders?
Yes. A department can have its own approval route for expenses. If it doesn't, its purchase order route is used.
Can we attach receipts?
Yes. Attach the receipt or any other document to the expense.
Can we turn expenses off?
Yes. If your team only uses purchase orders, expenses can be switched off for your company.
Bring purchase orders and expenses together
Start a 14-day free trial, or book a demo and see both with your own approval routes.