When a DSP records a client expense, it waits for review before it posts to the account. Reviewing means confirming the money was spent correctly and the receipt is attached — then approving it, sending it back, or turning it down.

Managers can approve entries. Directors and Admins can approve, return, and reject.

Open the approval queue

From Client Expenses, tap Approve in the header. A badge shows how many entries are waiting.
This opens Approve Expenses, the queue of everything submitted for review.
Up top, stats show Total Pending, Total Amount, and a By Category breakdown.

By default the queue shows SUBMITTED entries. Turn on the checkbox to also include RETURNED items — ones you sent back that are now being resubmitted.

Narrow a long list with filters

When the queue is busy, filter by category, location, or amount to focus on what matters — for example, everything over a certain dollar amount, or one home at a time.

Review each entry

Open an entry and check that:

The amount matches the receipt.
The category fits what was bought.
A receipt is attached wherever one is required.

Approve, return, or reject

You can act on one row, or select several and use the bulk buttons (Approve Selected and the matching Return and Reject).

Approve — the entry is correct. It posts against the client's account balance right away.
Return — something needs fixing. It goes back to the submitter as RETURNED so they can correct it and resubmit.
Reject — the entry shouldn't stand at all. It becomes REJECTED, and that's final.

Return and Reject both require a reason. As the form notes, "This note will be visible to the person who submitted the expense" — so write something they can act on. "Missing receipt for the $40 shoes" beats "fix this."

What the statuses mean

DRAFT — started but not submitted. You won't see these; they're still with the DSP.
SUBMITTED — waiting for your review.
APPROVED — reviewed and posted to the account balance.
RETURNED — sent back to fix and resubmit.
REJECTED — denied. This one is terminal.

Approving is not a payout. The client's own money was already spent; approving simply records it and updates the account balance. Nobody gets reimbursed. If you need to see how entries are created, read Recording a client expense.

Next steps

The accounts, categories, receipt rules, and budgets that shape this queue are set up by an administrator. See Managing expense accounts, categories, and budgets.