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Yokoy uses different statuses to help you work out the next step in processing your tasks. The meaning of each status varies depending on whether you see it for an expense, a trip, a card transaction, or an invoice.
Expense statuses
Expense statuses help you determine at what stage your expense is in the approval process.
Status | What it means | What can you do as a Submitter |
Draft | You have created an expense, but have either not yet submitted it or recalled it after submission. | Open the expense, check the information, and if correct and complete, click Submit. |
Needs revision | Your expense has been sent back during the approval or review process. | Open the expense, make the necessary changes, and re-submit it. |
In approval | Your expense has been submitted and has been forwarded to the person responsible for approving it. | No action needed from your side.
However, you may be able to recall the expense to correct information and re-submit for approval and review, if allowed by your company settings. |
In review | Your expense has been approved by the person responsible for approving it and has been forwarded to your finance team for review. | No action needed from your side.
However, you may be able to recall the expense to correct information and re-submit for approval and review, if allowed by your company settings. |
Rejected | Your expense has been rejected. Rejected expenses cannot be submitted again. | No action possible |
Ready for export | This status only applies to privately paid expenses. It means that your expense has been approved and reviewed by Finance and can be exported for processing in your company’s accounting system. | No action possible
However, you may be able to recall the expense to correct information and re-submit for approval and review, if allowed by your company settings. |
Ready for export - Company card | This status only applies to company card expenses. It means that the company card expense has been fully approved. However, make sure that it is matched with the corresponding transaction; otherwise, it cannot be exported. | No action possible |
Exported - Private | This status only applies to privately paid expenses. It means that these expenses have been exported for reimbursement by your company’s payroll system. | No action possible |
Exported - Company card | This status only applies to expenses paid with your company card. It means that these expenses have been exported for processing in your company’s accounting system. | No action possible |
Trip statuses
Trips contain a collection of expenses. You can identify whether your trip is ready to submit using the trip statuses.
Status | What it means | What you can do |
Draft | You have created a trip and added a new expense to it, which has not been checked and submitted yet. | Click on the expense within the trip, complete the information, and click Save after you checked all information of the new expense. After checking the information of the entire trip, click Submit to submit your trip expense. |
Ready | You have created a trip and all expenses within the trip are checked. The trip is now ready for submission. | Open the trip and check all information for correctness once again and click Submit. |
Card transaction statuses
Card transactions can display one of two statuses to help you identify whether the corresponding expense has been created for expenses paid with company card.
Status | What it means | What you can do |
Matched | The transaction on your company card has been matched with a corresponding expense and is ready to be exported for booking. | No action needed from your side. |
Not matched | This is a transaction on your company card that is still missing a corresponding expense. | Action required. You can either:
For additional information, how to match card transactions, see Match company card transactions. |
Invoice statuses
Invoices can display several statuses along their journey in Yokoy:
Status | What it means | What you can do |
New | The invoice has been imported by a submitter, by the invoice processor or has been received via email. It has not been edited yet. | Access the invoice to check everything is correct and submit. |
Draft | The invoice has been edited by the submitter or Invoice Processor, the changes have been saved, but the invoice has not been submitted yet. | Submit the invoice for approval. |
In approval | The invoice has been submitted by either the submitter or invoice processor and needs to be approved by one or multiple manager user(s), depending on the approval flow. | Recall the invoice to correct the information and re-submit for approval and review, if allowed by your company settings. |
In review | The invoice has been approved by the applicable manager user(s) and now needs to be reviewed by Finance. | Recall the invoice to correct the information and re-submit for approval and review, if allowed by your company settings. |
Ready for export | The invoice has been reviewed by Finance and is now ready to be exported. | Recall the invoice to correct the information and re-submit for approval and review, if allowed by your company settings. |
Exported | The invoice has been exported by Finance for booking in your company’s ERP system, and subsequent payment. | No action possible |
Needs revision | The invoice has been sent back for revision to the submitter or invoice processor by either the Manager or the Finance user as some parts contain errors that need to be corrected. | Correct the information in the invoice and re-submit for approval and review. |
Rejected | The invoice has been rejected by the submitter or invoice processor and cannot be submitted any more.
Depending on your company settings, the submitter or invoice processor can send a message to the supplier when rejecting the invoice so that the supplier will be notified about the underlying reasons for the rejection and potential requests for correction. | No action possible
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✏️ Note
Submitters may be restricted from editing or recalling invoices.