Expense, trip, card transaction, and invoice statuses

Perk uses different statuses to help you work out the next step in processing your tasks. The meaning of each status varies depending on whether you see it for an expense, a trip, a card transaction, or an invoice.

Expense statuses

Expense statuses help you determine at what stage your expense is in the approval process.

Status What it means What can you do as an employee
Draft You have created an expense, but have either not yet submitted it or recalled it after submission. Open the expense, check the information, and if correct and complete, click Submit.
Needs revision Your expense has been sent back during the approval or review process. Open the expense, make the necessary changes, and re-submit it.
In approval Your expense has been submitted and has been forwarded to the person responsible for approving it.

No action needed from your side.

 

However, you may be able to recall the expense to correct information and re-submit for approval and review, if allowed by your company settings.
In review Your expense has been approved by the person responsible for approving it and has been forwarded to your finance team for review.

No action needed from your side.

 

However, you may be able to recall the expense to correct information and re-submit for approval and review, if allowed by your company settings.
Rejected Your expense has been rejected. Rejected expenses cannot be submitted again. No action possible
Ready for export This status only applies to privately paid expenses. It means that your expense has been approved and reviewed by finance and can be exported for processing in your company’s accounting system.

No action possible

 

However, you may be able to recall the expense to correct information and re-submit for approval and review, if allowed by your company settings.
Ready for export - Company card This status only applies to company card expenses. It means that the company card expense has been fully approved. However, make sure that it is matched with the corresponding transaction; otherwise, it cannot be exported. No action possible
Exported - Private This status only applies to privately paid expenses. It means that these expenses have been exported for reimbursement by your company’s payroll system. No action possible
Exported - Company card This status only applies to expenses paid with your company card. It means that these expenses have been exported for processing in your company’s accounting system.
Card expenses can only be exported by your finance team when they have been matched with the corresponding transactions.		 No action possible

 

Trip statuses

Trips contain a collection of expenses. You can identify whether your trip is ready to submit using the trip statuses.

Status What it means What you can do
Draft You have created a trip and added a new expense to it, which has not been checked and submitted yet. Click on the expense within the trip, complete the information, and click Save after you checked all information of the new expense. After checking the information of the entire trip, click Submit to submit your trip expense.
Ready You have created a trip and all expenses within the trip are checked. The trip is now ready for submission. Open the trip and check all information for correctness once again and click Submit.

 

Card transaction statuses

Card transactions can display one of two statuses to help you identify whether the corresponding expense has been created for expenses paid with company card.

Status What it means What you can do
Matched The transaction on your company card has been matched with a corresponding expense and is ready to be exported for booking. No action needed from your side.
Not matched This is a transaction on your company card that is still missing a corresponding expense.

Action required. You can either:

  • Upload the corresponding receipt as a new expense and submit it as Paid with company card.
  • Click Select expense and match the transaction with an expense that you have uploaded and submitted previously. Important: this expense needs to be Paid with company card.

For additional information, how to match card transactions, see Match company card transactions.

 

Invoice statuses

Invoices can display several statuses along their journey in Perk:

Status What it means What you can do
New The invoice has been imported by a submitter, by the invoice processor or has been received via email. It has not been edited yet. Access the invoice to check everything is correct and submit.
Draft The invoice has been edited by the submitter or Invoice Processor, the changes have been saved, but the invoice has not been submitted yet. Submit the invoice for approval.
In approval The invoice has been submitted by either the submitter or invoice processor and needs to be approved by one or multiple manager(s), depending on the approval flow. Recall the invoice to correct the information and re-submit for approval and review, if allowed by your company settings.
In review The invoice has been approved by the applicable manager(s) and now needs to be reviewed by Finance. Recall the invoice to correct the information and re-submit for approval and review, if allowed by your company settings.
Ready for export The invoice has been reviewed by Finance and is now ready to be exported. Recall the invoice to correct the information and re-submit for approval and review, if allowed by your company settings.
Exported The invoice has been exported by Finance for booking in your company’s ERP system, and subsequent payment. No action possible
Needs revision The invoice has been sent back for revision to the submitter or invoice processor by either the approver or the financial reviewer as some parts contain errors that need to be corrected. Correct the information in the invoice and re-submit for approval and review.
Rejected

The invoice has been rejected by the submitter or invoice processor and cannot be submitted any more.

 

Depending on your company settings, the submitter or invoice processor can send a message to the supplier when rejecting the invoice so that the supplier will be notified about the underlying reasons for the rejection and potential requests for correction.

No action possible

 

Note: Employees may be restricted from editing or recalling invoices.

Was this article helpful?