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On this page
  • FAQ
  • How do I know when an expense is pending?
  • Should I approve this expense?
  • Can I give guidance to expense submitters?
  • What happens when I click Approve?
  • What happens when I click Reject?
  1. Collectives

Approving Expenses

PreviousExpense PolicyNextUpdates & Comms

Last updated 5 years ago

FAQ

How do I know when an expense is pending?

When someone submits an to your Collective, the Core Contributors will get an email notification. The email will show all the details of the expense, like who submitted it, the amount, and the receipt or invoice.

You can also view expenses on Open Collective. Click the link from the email notification, or go to your Collective page and click "View all Expenses".

Should I approve this expense?

The decision is up to you as a project. Some projects are informal, and any Core Contributor can approve any expense. Others have a formal decision-making or budgeting process, or only pay expenses for specific things. We advise you have a discussion with your collaborators and agree guidelines for approving expenses.

Can I give guidance to expense submitters?

What happens when I click Approve?

What happens when I click Reject?

Yes, we recommend you have an , which will show up at the top of the submit expense page.

When you approve an expense, the submitter will get a notification. The admin will also be notified. They review the expense and make sure it has a valid receipt or invoice, and then proceed to pay it.

The submitter will be notified that their expense was rejected. We suggest also putting a on the expense to explain why it was rejected.

expense policy
Fiscal Host
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expense