Expenses to approve

An employee creates and submits an expense report, which is routed to the employee's manager for approval. In some cases, approvals are required from multiple users.

After approval, an expense report becomes a reimbursement request, which is processed by accounting.

List employee expenses to approve

get/objects/expenses/expense-to-approve

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

SecurityOAuth2
Responses
200

OK

400

Bad Request

Request samples 
Response samples 
application/json
{
  • "ia::result": [
    • {
      • "key": "101",
      • "id": "101",
      • "href": "/objects/expenses/expense-to-approve/101"
      },
    • {
      • "key": "102",
      • "id": "102",
      • "href": "/objects/expenses/expense-to-approve/102"
      },
    • {
      • "key": "103",
      • "id": "103",
      • "href": "/objects/expenses/expense-to-approve/103"
      }
    ],
  • "ia::meta": {
    • "totalCount": 3,
    • "start": 1,
    • "pageSize": 100,
    • "next": 0,
    • "previous": 0
    }
}
Get an employee expense to approve
get/objects/expenses/expense-to-approve/{key}
Returns detailed information for a specified expense to approve.


SecurityOAuth2 
Request 
path Parameters
key
required
string
system-assigned unique key for the expense-to-approve.


 
 Example:  99
Responses 
200
OK


400
Bad Request


Request samples 
Response samples 
application/json
{
  • "ia::result": {
    • "key": "124",
    • "id": "124",
    • "createdDate": "2021-01-23",
    • "employee": {
      • "key": "12345",
      • "id": "EMP-025",
      • "href": "/objects/company-config/employee/12345"
      },
    • "employeeContact": {
      • "key": "20",
      • "id": "Thomas, Glenn",
      • "firstName": "Glenn",
      • "lastName": "Thomas",
      • "href": "/objects/company-config/contact/20"
      },
    • "state": "draft",
    • "basePayment": {
      • "baseCurrency": "USD",
      • "paidDate": "2021-01-23",
      • "totalEntered": "123.45",
      • "totalPaid": "123.45",
      • "totalDue": "123.45",
      • "totalSelected": "110.00"
      },
    • "reimbursement": {
      • "reimbursementCurrency": "EUR",
      • "totalEntered": "123.16",
      • "totalPaid": "123.16",
      • "totalDue": "123.16",
      • "totalSelected": "123.16"
      },
    • "expenseReportNumber": "EXP-00001",
    • "expenseSummary": {
      • "key": "334",
      • "id": "334",
      • "title": "Expenses 2023/01/31 batch",
      • "postingDate": "2021-01-23",
      • "state": "open",
      • "preventGLPosting": false,
      • "href": "/objects/projects/employee-expense-summary/12345"
      },
    • "nonReimbursable": {
      • "baseTotalEntered": "123.45",
      • "reimbursementTotalEntered": "123.45"
      },
    • "memo": "Paid to employee",
    • "description": "Supplies for customer training",
    • "reclassificationNotes": "Classified as supplies, not travel expense",
    • "attachment": {
      • "key": "1",
      • "id": "1",
      • "href": "/objects/company-config/attachment/12345"
      },
    • "audit": {
      • "createdDateTime": "2014-01-08T11:28:12Z",
      • "modifiedDateTime": "2022-04-20T16:20:00Z",
      • "createdBy": "1",
      • "modifiedBy": "95"
      },
    • "lines": [
      • {
        }
      ]
    },
  • "ia::meta": {
    • "totalCount": 1,
    • "totalSuccess": 1,
    • "totalError": 0
    }
}
Approve an employee expense
post/workflows/expenses/expense-to-approve/approve
The approve workflow is used to set a submitted expense and its expense lines to 'approved' or 'partiallyApproved'. The submitted expense's beginning state depends on where the expense already is in the approval cycle and can include 'submitted', 'partiallyApproved', or 'partiallyDeclined'. 


For example, new expenses will have a state of 'submitted', while an existing expense that's been partially approved can have a state of 'partiallyApproved' until all approvals are received. When an expense is fully approved, its state changes to 'approved'. 


SecurityOAuth2 
Request 
Request Body schema: application/json
key
required
string
System-assigned key for the expense.


 
 Example:  "518"
expenseLineKeys
Array of strings
Array of expense entry keys.


 
 Example:  ["1","2"]
notes
string
Notes or comments from the approver.


 
 Example:  "Approved by John Smith."
glPostingDate
string
GL posting date for approved expense.


 
 Example:  "2025-08-02"
Responses 
200
OK


400
Bad Request


Request samples 
application/json
{
  • "key": "518",
  • "expenseLineKeys": [
    • "1",
    • "2"
    ],
  • "notes": "Approved by John Smith.",
  • "glPostingDate": "2025-08-02"
}
Response samples 
application/json
{
  • "ia::result": {
    • "key": "518",
    • "id": "518",
    • "href": "/objects/expenses/expense-to-approve/518",
    • "state": "approved"
    },
  • "ia::meta": {
    • "totalCount": 3,
    • "totalSuccess": 2,
    • "totalError": 1
    }
}
Decline an employee expense
post/workflows/expenses/expense-to-approve/decline
The decline workflow is used to set a submitted expense and its expense lines to 'declined' or 'partiallyDeclined'. The submitted expense's beginning state depends on where the expense already is in the approval cycle and can include 'submitted', 'partiallyApproved', or 'partiallyDeclined'. 


For example, new expenses will have a state of 'submitted', while an existing expense that's been partially approved can have a state of 'partiallyApproved' until all approvals are received. When an expense is declined, its state changes to 'declined'. 


SecurityOAuth2 
Request 
Request Body schema: application/json
key
required
string
System-assigned key for the expense.


 
 Example:  "518"
notes
string
Notes or comments about the expense.


 
 Example:  "Declined, missing information."
expenseLineKeys
Array of strings
Array of expense entry keys.


 
 Example:  ["1","2"]
Responses 
200
OK


400
Bad Request


Request samples 
application/json
{
  • "key": "518",
  • "notes": "Declined, missing information.",
  • "expenseLineKeys": [
    • "1",
    • "2"
    ]
}
Response samples 
application/json
{
  • "ia::result": {
    • "key": "518",
    • "id": "518",
    • "href": "/objects/expenses/expense-to-approve/518",
    • "state": "declined"
    },
  • "ia::meta": {
    • "totalCount": 3,
    • "totalSuccess": 2,
    • "totalError": 1
    }
}
Query expense to approves
post/services/core/query
Use the query service to find expense to approves 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": {
    • "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
    }
}