When you submit an expense in Factorial, it moves through different statuses depending on its stage in the approval and payment flow. Sometimes you may also see alerts that provide extra context about your expense.
Expense Statuses
Expense statuses help employees and managers understand where an expense is in the workflow—from draft creation to reimbursement.
- Draft - The expense has been created but not yet submitted for approval.
- Pending - The expense has been submitted and is waiting for manager/approver review.
- Changes requested - The reviewer asked you to update or correct information (e.g. missing document, wrong category).
- Rejected - The expense was not approved. You will need to contact your manager/approver to understand the reason.
- Approved - The expense has been validated and is ready to move forward to payment.
- Sent to be paid - The expense has been scheduled for payment (via payslip or SEPA transfer, depending on your company’s settings).
- Paid - The expense has been reimbursed.
Alerts
Sometimes, expenses may show alerts to help reviewers make decisions:
- Out of policy - The expense doesn’t follow one of your company’s expense policy rules (e.g. above the maximum daily meal allowance).
- Out of budget - The expense exceeds the assigned budget. The manager/reviewer will see this alert during approval.
An alert does not mean your expense is automatically rejected - it’s simply a signal for reviewers to consider during the approval process.
FAQ
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Do alerts mean my expense is rejected?
No. Alerts are warnings to reviewers, but they can still approve the expense.
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How long does it take for an Approved expense to be Paid?
It depends on your company’s reimbursement cycle (payslip or bank transfer).
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Can I edit an expense after submission?
Only if the reviewer requests changes. Otherwise, you’ll need to delete and resubmit.