> For the complete documentation index, see [llms.txt](https://help.marcopayroll.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.marcopayroll.com/marco-user-guide-x4/2025/marco-platform-structure/customer-portal/manager-guide/expense/expense-approval-flow.md).

# Expense Approval Flow

In Marco, the typical expense approval process follows these steps:

1. Staff submits a new expense record.
2. A manager reviews and approves the expense.
3. The manager adds the expense to a payroll or expense report.
4. Payment is processed according to company policy.

💰 **Payment Currency:**

* The payment currency is based on the staff’s designated country.
* Expats can choose between their home and host country as the payment currency.

#### **Expense Statuses**

Every expense record will have one of the following statuses:

| **Status**    | **Summary**                 | **What Managers Can Do**                        |
| ------------- | --------------------------- | ----------------------------------------------- |
| **Submitted** | Expense has been submitted. | ✅ Approve, ❌ Reject, ✏️ Edit, 🗑 Delete         |
| **Rejected**  | Expense has been rejected.  | ✏️ Edit, 🗑 Delete                              |
| **Approved**  | Expense has been approved.  | ✏️ Edit, 📄 Add to an expense or payroll report |

📌 **Managers can manually change an expense status by editing the record.**

<figure><img src="https://archbee-image-uploads.s3.amazonaws.com/WDABVsk65VXvmNuRENOjp/KiRO2q8OxAKvCS5FbdTw1_x4-expense-flow.png" alt=""><figcaption><p>Expense Approval Flow</p></figcaption></figure>


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