The My Expenses workspace organises your expense receipt entries across four tabs, each representing a distinct stage in the expense claim workflow. Filters and sorting options let you quickly find specific entries within any tab.
Please note: My Expenses is available only to users who are set up as Requesters in an active Xero Expense Claim workflow.
Tabs
To be claimed
Contains your draft (unlinked) expense receipt entries you have uploaded but not yet added to an Expense Claim request.
From here you can:
inline-edit entries - To edit an entry, click directly into any editable field on the row, expense date, description, spent amount, or currency, and type your changes. The field saves automatically.
Bulk-select or delete entries - To select entries, tick the checkbox to the left of each row you want to include. You can also tick the checkbox in the column header to select all entries at once. Once one or more entries are selected, a toolbar appears at the top of the page with two options:
Add to Expense Claim — starts a new Expense Claim request with the selected entries pre-filled as line items.
Delete — permanently removes the selected entries from My Expenses.
Expenses that are already linked to a claim appear as read-only; to change their details, open the linked Expense Claim and edit the line there.
On Approval
Contains expense receipts added to an Expense Claim request, which is currently active in the approval process.
Rejected
Contains expense entries whose parent Expense Claim has been rejected.
A claim can be rejected in several ways:
Rejected by an Approver — an approver declined the claim during the approval process.
Rejected by Xero — ApprovalMax was unable to create the Spend Money transaction in Xero for a corporate card expense line.
Rejected by ApprovalMax — ApprovalMax was unable to create the Bill for an out-of-pocket claim (for example, because the Bill workflow is not activated in the Organisation).
Archive
Contains expense entries that have reached a final, closed state:
Approved — the linked Expense Claim request was fully approved and the Bill or Spend Money was created successfully in Xero.
Cancelled — the linked Expense Claim request was cancelled or rejected in ApprovalMax.
Please note: Entries in this tab are read-only.
Filters
You can filter your expenses using the following options:
Employee — filter by your own expenses or expenses shared with you by other users
Date range — filter by expense date using a from and to date range
Currency — filter by one or more currencies