Expense Statuses

Every expense moves through a defined lifecycle from creation to payment. You can see the current status on the Expenses list.

Status flow

Draft → Submitted → In review → Approved → Paid → Closed
                        ↓
                    Rejected

Status definitions

Status	What it means	What you can do
Draft	Saved but not yet submitted	Edit or delete freely
Submitted	Sent to the first approver	Cannot edit; can retract (if not yet actioned)
In review	Being reviewed by an approver in the chain	Wait for decision
Approved	All chain steps approved; awaiting payment	No action needed
Paid	Finance has marked it as paid	No action needed
Closed	Auto-closed 7 days after payment; immutable	View only
Rejected	Declined at one or more approval steps	See the rejection reason; resubmit if appropriate

Rejection

If your expense is rejected, you will receive an email with:

• The rejection reason category (e.g. policy violation, insufficient docs, duplicate)
• Optional free-text note from the approver

You can view the full comment thread on the expense detail page. Resubmitting creates a new expense record.

Reimbursement timing

Payment is processed by Finance after approval. Klear notifies you by email when your expense is marked paid. Contact your Finance Admin if an approved expense has not been paid within your company's stated timeline.