Understanding Expense Status: Pending, Processing, Completed, Cancelled

Understanding Expense Status: Pending, Processing, Completed, Cancelled

Introduction

Expense status tells you exactly where a payment sits in the payout lifecycle.

What Do the Statuses Mean?

  • Pending: Expense submitted; not yet processed. Editable/deletable.

  • Processing: Ops Team is executing payment; details are locked.

  • Completed: Payment has been made and logged; transaction is final.

  • Cancelled: Expense withdrawn before payout; retained for records.

Why Status Matters

  1. Actionability: Know when you can still edit or cancel.

  2. Visibility: Track payment progress to avoid project delays.

  3. Auditability: Clear trail of approvals and disbursements.

How to Monitor Status

  1. Open Transactions → Expenses

    • Filter by Project or Stage.

  2. Sort by Status or Date

    • Review which items need attention.

  3. Drill In

    • Click an expense to view line items, beneficiary, and timestamps.

Notes & Tips

  • đź’ˇ Best Practice: Monitor status daily during active construction to keep vendors on schedule.

  • Use filters (Stage/Vendor) to quickly find blockers.

FAQ

Q: Can Processing revert to Pending?
A: No. Once Processing, edits are locked. Cancel only applies while Pending.

Q: How do I prove payment to a vendor?
A: Open a Completed expense and download the payment confirmation/receipt.

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