> ## Documentation Index
> Fetch the complete documentation index at: https://eggz.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Approving receipts from the Expenses role

> Receipts captured by someone whose only role is Expenses wait for an admin or accountant to approve them before they can go to Xero.

## Who needs approval

People with the **Expenses** role can capture receipts but can't send them on alone. When a team member whose only role is Expenses adds a receipt, it waits for an admin or accountant to approve it. The role picker on the **Team** page says the same: *"Receipts from the Expenses role need an admin or accountant to approve them."*

Receipts from admins, accountants and members don't wait. They carry on as usual.

## What the person who captured it sees

Once eggz has read the amount, date and supplier, the receipt's **Process** panel shows **Waiting for approval**, with the line *"An admin or accountant approves it before it can go to Xero."* The **Publish to Xero** card doesn't appear while it waits.

If eggz couldn't read one of those three, the receipt shows **Needs review** first. Add the missing amount, date or supplier and it goes for approval.

Editing a receipt while it waits updates what the approver sees.

## Approving a receipt

Admins and accountants are told when a receipt is waiting. Approvers see it in two places:

* The **Approvals** page, where the row is headed **Team receipt** and shows the supplier, who captured it, and the amount.
* The **Approve waiting expenses** row in the eggheadz **Tasks** menu.

<Steps>
  <Step title="Open the receipt">
    Press **View receipt** on the row to check the picture, date, GST and line items before you decide.
  </Step>

  <Step title="Approve or reject">
    Press **Approve** and the receipt carries on like any other, and its **Publish to Xero** card appears. Press **Reject** to send it back.
  </Step>

  <Step title="Give a reason if you reject">
    Rejecting asks for a **Reason**, up to 500 characters. The person who captured the receipt reads it. Press **Reject** again to confirm, or **Keep it** to go back.
  </Step>
</Steps>

Only admins and accountants see **Approvals** and can decide. Anyone with either role can approve any team receipt.

## When a receipt is sent back

The person who captured it gets an email and an eggz notification titled *"Your \[supplier] receipt was sent back"*. It carries the reason you gave and the line *"Edit the receipt and it goes for approval again."*

On the receipt, the **Process** panel shows **Sent back** with the reason. As soon as the receipt is edited, by anyone including an admin or accountant, it goes for approval again as a new request. The earlier decision stays in the receipt's Activity.

<Note>If the person who captured an approved receipt edits it afterwards, it goes for approval again. An admin's or accountant's edit keeps it approved.</Note>

## Related guides

* [Expenses, Receipts, and Bills](/help/guides/expenses)
* [How Xero receipts become expenses](/help/guides/receipts-and-bills)


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