Employee expenses

Expense report header for employee expense lines. Employees create and submit expense reports, consisting of individual line items, to receive reimbursement for approved out-of-pocket costs related to their jobs.

The employees' managers must then approve the expenses. After approval, the expense reports become reimbursement request candidates for the accounting department to process into pending reimbursements, from which checks are printed.

List employee expenses

get/objects/expenses/employee-expense

Returns up to 100 employee expense objects from the collection with a key, ID, and link for each expense. This operation is mostly for use in testing; use the query service to find expense objects that meet certain criteria and to specify the properties that are returned.

SecurityOAuth2
Responses
200

OK

400

Bad Request

Request samples 
Response samples 
application/json
{
  • "ia::result": [
    • {
      • "key": "84",
      • "id": "EXP-00001",
      • "href": "/objects/expenses/employee-expense/84"
      },
    • {
      • "key": "85",
      • "id": "EXP-00002",
      • "href": "/objects/expenses/employee-expense/85"
      },
    • {
      • "key": "60",
      • "id": "EXP-00003",
      • "href": "/objects/expenses/employee-expense/60"
      }
    ],
  • "ia::meta": {
    • "totalCount": 3,
    • "totalSuccess": 3,
    • "totalError": 0,
    • "start": 1,
    • "pageSize": 5,
    • "next": 0,
    • "previous": 0
    }
}
Create an employee expense
post/objects/expenses/employee-expense
Creates a new employee expense. You must specify a unique employee expense ID when creating an employee expense unless document sequencing is configured, in which case the ID is auto-generated.


SecurityOAuth2 
Request 
Request Body schema: application/json
required
Creates an employee expense. Allowed values for the state field are draft, submitted.


createdDate
required
string <date> 
Date the employee expense was created.


 
 Example:  "2024-11-11"
required
object
Employee that incurred the expense.


 
key
string
Unique key for the employee.


 
 Example:  "12345"
id
string
Unique identifier for the employee.


 
 Example:  "EMP-025"
required
Array of objects
Line items of the employee expense.


 
 Array 
entryDate
string or null <date> 
Date that the expense was incurred.


 
 Example:  "2021-01-23"
txnCurrency
string or null
Transaction currency. For multi-currency companies.


 
 Example:  "INR"
txnAmount
string <decimal-precision-2> 
Transaction amount. For multi-currency companies.


 
 Example:  "123.45"
quantity
string or null <decimal-precision-2> 
Quantity for a rate-based expense such as mileage.


 
 Example:  "5.75"
unitRate
string or null <decimal-precision-2> 
Monetary amount for a rate-based expense, such as mileage.


 
 Example:  "20.00"
paidTo
string or null
Notes regarding to whom the amount was paid.


 
 Example:  "Hotel Westin"
paidFor
string or null
Notes regarding what the expense was for.


 
 Example:  "2024 Hawaii Conference"
object
General ledger account associated with the line item. Used when no expense type is assigned.


 
object
An expense type defined in the company.


 
object
Details of the conversion to base currency. For multi-currency companies.


 
isBillable
boolean
 Default:  false
Indicates whether a line item is billable.


 
 Example:  false
object
Form 1099 information for the line item.


 
object
The payment type defined in employee-expense-payment-type.


 
object
Credit card transaction associated with the employee expense line. When linked to an electronic receipt, if the electronic receipt amount differs from the credit card transaction amount, the credit card transaction amount takes precedence.


 
object
Electronic receipt associated with the employee expense. Available if "Enable electronic receipt inbounding" is enabled for the company.


 
object
Electronic receipt line associated with the employee expense. When linked to a credit card transaction, if the electronic receipt amount differs from the credit card transaction amount, the credit card transaction amount takes precedence.


 
object
 
object
 
state
string
 Default:  "submitted"
Status of the employee expense in its life cycle. Expenses are posted to the general ledger when approved.


 Enum: "approved" "confirmed" "declined" "draft" "paid" "partiallyApproved" "partiallyDeclined" "partiallyPaid" "posted" "reversal" "reversalPending" "reversed" "selected" "submitted" "voided"  
 Example:  "draft"
object
Base payment details for the employee expense report.


 
baseCurrency
string
Base currency used for the expense report and determined by company currency used for reporting.


 
 Example:  "USD"
object
Reimbursement details.


 
reimbursementCurrency
string
The currency used to pay for the expense. For multi-currency companies.


 
 Example:  "EUR"
expenseReportNumber
string
Report number associated with the employee expense.


 
 Example:  "EXP-00001"
object
Expense summary that this expense is reported on.


 
key
string
Unique key for the employee expense summary.


 
 Example:  "334"
id
string
Unique identifier for the expense summary.


 
 Example:  "334"
postingDate
string <date> 
GL posting date.


 
 Example:  "2024-01-23"
memo
string
Memo.


 
 Example:  "Paid to employee"
description
string
Reason for the expense.


 
 Example:  "Supplies for customer training"
reclassificationNotes
string
If an expense is reclassified, reason for the reclassification.


 
 Example:  "Classified as supplies, not travel expense"
object
An attachment for employee expenses.(Company subscription with permissions to Add and Edit Attachments.)


 
key
string
Unique key for the attachment.


 
 Example:  "25"
id
string
Unique identifier for the attachment.


 
 Example:  "1"
Responses 
201
Created


400
Bad Request


Request samples 
application/json
{
  • "state": "submitted",
  • "expenseReportNumber": "EXP-00001",
  • "employee": {
    • "id": "10"
    },
  • "createdDate": "2021-03-11",
  • "expenseSummary": {
    • "postingDate": "2021-01-31",
    • "title": "Expenses - Q1 batch"
    },
  • "basePaymentInformation": {
    • "baseCurrency": "USD"
    },
  • "reimbursementInformation": {
    • "reimbursementCurrency": "EUR"
    },
  • "description": "Travel expense",
  • "memo": "Paid to employee",
  • "lines": [
    • {
      • "account": null,
      • "id": "6775.30",
      • "paidTo": "paid To",
      • "paidFor": "paid For",
      • "isBillable": false,
      • "form1099": {
        },
      • "paymentType": {
        },
      • "quantity": "10",
      • "unitrate": "20",
      • "txnCurrency": "INR",
      • "txnAmount": "100",
      • "transactionToReimburseConversion": {
        },
      • "dimensions": {
        }
      }
    ]
}
Response samples 
application/json
{
  • "ia::result": {
    • "key": "124",
    • "id": "124",
    • "href": "/objects/expenses/employee-expense/124"
    },
  • "ia::meta": {
    • "totalCount": 1
    }
}
Get an employee expense
get/objects/expenses/employee-expense/{key}
Returns detailed information for a specified employee expense.


SecurityOAuth2 
Request 
path Parameters
key
required
string
System-assigned key for the employee-expense.


 
 Example:  99
Responses 
200
OK


400
Bad Request


Request samples 
Response samples 
application/json
{
  • "ia::result": {
    • "expenseReportNumber": "ER-0152",
    • "employee": {
      • "id": "10",
      • "key": "10",
      • "href": "/objects/company-config/employee/10"
      },
    • "employeeContact": {
      • "key": "977",
      • "id": "Thomas Glenn",
      • "firstName": "Thomas",
      • "lastName": "Glenn",
      • "href": "/objects/company-config/contact/977"
      },
    • "key": "124",
    • "id": "124",
    • "createdDate": "2021-03-11",
    • "expenseSummary": {
      • "postingDate": "2021-01-31",
      • "title": "Expenses - Q1 batch",
      • "key": "3",
      • "id": "3",
      • "state": "open",
      • "preventGLPosting": false,
      • "href": "/objects/expenses/employee-expense-summary/3"
      },
    • "basePaymentInformation": {
      • "totalEntered": "1.38",
      • "totalPaid": "0",
      • "totalSelected": "0",
      • "totalDue": "1.38",
      • "baseCurrency": "USD"
      },
    • "state": "approved",
    • "reimbursementInformation": {
      • "totalEntered": "1.16",
      • "totalSelected": "0",
      • "totalPaid": "0",
      • "totalDue": "1.16",
      • "reimbursementCurrency": "EUR"
      },
    • "description": "Supplies for customer training",
    • "nonReimbursable": {
      • "baseTotalEntered": "0",
      • "reimbursementTotalEntered": "0"
      },
    • "lines": [
      • {
        }
      ],
    • "memo": "Covered by customer",
    • "entity": {
      • "key": "46",
      • "id": "Western Region",
      • "name": "Western Region",
      • "href": "/objects/company-config/entity/46"
      },
    • "href": "/objects/expenses/employee-expense/124"
    },
  • "ia::meta": {
    • "totalCount": 1,
    • "totalSuccess": 1,
    • "totalError": 0
    }
}
Update an employee expense
patch/objects/expenses/employee-expense/{key}
Updates an existing employee expense by setting field values. Any fields not provided remain unchanged. Allowed values for the state field are draft, and submitted.


SecurityOAuth2 
Request 
path Parameters
key
required
string
System-assigned key for the employee-expense.


 
 Example:  99
Request Body schema: application/json
createdDate
string <date> 
Date the employee expense was created.


 
 Example:  "2024-11-11"
object
Employee that incurred the expense.


 
key
string
Unique key for the employee.


 
 Example:  "12345"
id
string
Unique identifier for the employee.


 
 Example:  "EMP-025"
state
string
 Default:  "submitted"
Status of the employee expense in its life cycle. Expenses are posted to the general ledger when approved.


 Enum: "approved" "confirmed" "declined" "draft" "paid" "partiallyApproved" "partiallyDeclined" "partiallyPaid" "posted" "reversal" "reversalPending" "reversed" "selected" "submitted" "voided"  
 Example:  "draft"
object
Base payment details for the employee expense report.


 
baseCurrency
string
Base currency used for the expense report and determined by company currency used for reporting.


 
 Example:  "USD"
object
Reimbursement details.


 
expenseReportNumber
string
Report number associated with the employee expense.


 
 Example:  "EXP-00001"
object
Expense summary that this expense is reported on.


 
key
string
Unique key for the employee expense summary.


 
 Example:  "334"
id
string
Unique identifier for the expense summary.


 
 Example:  "334"
postingDate
string <date> 
GL posting date.


 
 Example:  "2024-01-23"
memo
string
Memo.


 
 Example:  "Paid to employee"
description
string
Reason for the expense.


 
 Example:  "Supplies for customer training"
reclassificationNotes
string
If an expense is reclassified, reason for the reclassification.


 
 Example:  "Classified as supplies, not travel expense"
object
An attachment for employee expenses.(Company subscription with permissions to Add and Edit Attachments.)


 
key
string
Unique key for the attachment.


 
 Example:  "25"
id
string
Unique identifier for the attachment.


 
 Example:  "1"
Array of objects
Line items of the employee expense.


 
 Array 
entryDate
string or null <date> 
Date that the expense was incurred.


 
 Example:  "2021-01-23"
txnCurrency
string or null
Transaction currency. For multi-currency companies.


 
 Example:  "INR"
txnAmount
string <decimal-precision-2> 
Transaction amount. For multi-currency companies.


 
 Example:  "123.45"
quantity
string or null <decimal-precision-2> 
Quantity for a rate-based expense such as mileage.


 
 Example:  "5.75"
unitRate
string or null <decimal-precision-2> 
Monetary amount for a rate-based expense, such as mileage.


 
 Example:  "20.00"
paidTo
string or null
Notes regarding to whom the amount was paid.


 
 Example:  "Hotel Westin"
paidFor
string or null
Notes regarding what the expense was for.


 
 Example:  "2024 Hawaii Conference"
object
General ledger account associated with the line item. Used when no expense type is assigned.


 
object
An expense type defined in the company.


 
object
Details of the conversion to base currency. For multi-currency companies.


 
isBillable
boolean
 Default:  false
Indicates whether a line item is billable.


 
 Example:  false
object
Form 1099 information for the line item.


 
object
The payment type defined in employee-expense-payment-type.


 
object
Credit card transaction associated with the employee expense line. When linked to an electronic receipt, if the electronic receipt amount differs from the credit card transaction amount, the credit card transaction amount takes precedence.


 
object
Electronic receipt associated with the employee expense. Available if "Enable electronic receipt inbounding" is enabled for the company.


 
object
Electronic receipt line associated with the employee expense. When linked to a credit card transaction, if the electronic receipt amount differs from the credit card transaction amount, the credit card transaction amount takes precedence.


 
object
 
object
 
Responses 
200
OK


400
Bad Request


Request samples 
application/json
{
  • "memo": "Covered by customer"
}
Response samples 
application/json
{
  • "ia::result": {
    • "key": "124",
    • "id": "124",
    • "href": "/objects/expenses/employee-expense/124"
    },
  • "ia::meta": {
    • "totalCount": 1,
    • "totalSuccess": 1,
    • "totalError": 0
    }
}
Delete an employee expense
delete/objects/expenses/employee-expense/{key}
Deletes an employee expense.


SecurityOAuth2 
Request 
path Parameters
key
required
string
System-assigned key for the employee-expense.


 
 Example:  99
Responses 
204
No Content


400
Bad Request


Request samples 
Response samples 
application/json
{
  • "ia::result": {
    • "ia::error": {
      • "code": "invalidRequest",
      • "message": "A POST request requires a payload",
      • "errorId": "REST-1028",
      • "additionalInfo": {
        },
      • "supportId": "Kxi78%7EZuyXBDEGVHD2UmO1phYXDQAAAAo"
      }
    },
  • "ia::meta": {
    • "totalCount": 1,
    • "totalSuccess": 0,
    • "totalError": 1
    }
}