Requester
Capture the expense
Add the category, amount, vendor, date, notes and supporting receipts.
All features Approvals
Expense and payment control
Approve the spend. Control the payment.
Keep the expense, evidence, decision and settlement in one controlled path. Reviewers can approve and pay now, accrue the amount as payable, or reject it with a reason.
Permission-aware reviewApprove now or accrueTraceable settlement
subcidys.com/accounting/expenses
Approval workspace
Pending expense review
Cloud hosting · August
Vendor: Nimbus Data Systems
12 Aug 2026
Software
Bank transfer
vendor-invoice.pdfEvidence attached
Reject with reason
Approve expense
Authorised reviewerDecision and timestamp retained
Controlled workflow
From expense evidence to a posted settlement.
The decision is separate from the payment, so approval never has to mean that cash moved without review.
Subcidys
Submit for review
The record moves into Pending Approval instead of entering the paid books silently.
Authorised reviewer
Review and decide
Inspect the request and evidence, then approve it or reject it with a visible reason.
Reviewer
Choose treatment
Approve and pay now, or recognise the expense as a payable for later settlement.
Subcidys
Retain the accounting trail
Keep the ledger, payment reference, settlement and status connected to the source expense.
Decision point
Approval has two accounting outcomes.
The reviewer chooses what happens next based on whether money should move now or remain due.
Treatment A
Approve and pay now
Choose the cash or bank ledger during approval. For bank payments, retain the reference number or UTR so the settlement is traceable.
- Approval and settlement completed together
- Payment method and ledger retained
- Bank reference required where applicable
Treatment B
Approve and accrue
Recognise the approved expense as a payable, then settle it later with the payment date, amount, ledger, method and reference.
- Expense recognised before cash moves
- Supports later or partial settlement
- Outstanding payable remains visible
Controls that matter
The reviewer sees context, not just an amount.
A useful approval trail explains what was requested, who decided, how it was treated and what happened to the payment.
Permission-aware decisions
Only users with the appropriate expense-approval permission see the approve or reject action.
Evidence before approval
Receipts and attachments stay alongside the vendor, category, value and business notes.
Bank reference discipline
Bank-account settlements require a reference number or UTR; cash treatment remains explicitly identified.
Rework without losing context
Rejected or returned records can be corrected and resubmitted while their state remains clear.
State visibility
Know exactly where every expense stands.
Operational status and payment status stay explicit throughout the workflow.
Draft
Still editable before review
Pending approval
Waiting for an authorised decision
Approved · unpaid
Recognised as a payable
Partially paid
Settlement remains outstanding
Paid
Payment and accounting trail complete
Rejected / returned
Reason visible; correction allowed
Move spend forward without losing control.
Keep request, evidence, approval, payable treatment and settlement connected.
Available actions depend on user role, organisation permissions and the expense’s current approval and payment status.