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# Expense Management

> Submit, approve, and optionally rebill business expenses.

Expense Management covers everyday expense submission and approval, with an
optional bridge into Billing for expenses you want to pass on to a client.

## Expenses

An expense is either **general** or **mileage** — mileage expenses
auto-compute their `amount` from distance × rate, rather than you entering
an amount directly. Every expense belongs to a category (see below).

Status only moves through an explicit approve/reject action, never a
generic edit:

```text
pending → approved
        → rejected
```

Once **approved**, an expense is a financial record: it can no longer be
edited or deleted. Rejecting an expense records who rejected it, when, and
why (`approver_id`, `decided_at`, `rejection_reason`).

## Categories

Expense categories are per-organization (name, description, active flag,
sort order) and configured under **Settings → Expense Categories**.

## Expense Reports

Instead of approving expenses one at a time, group several into a report
and decide on all of them at once. A report has its own lifecycle:

```text
draft → submitted → approved
                   → rejected
```

Approving or rejecting a report cascades the decision to every expense in
it.

## Billing a client for an expense

Mark an expense `is_billable` with an Account attached, and it can be
**rebilled** onto that Account's invoice — this creates an invoice line
item linked back to the originating expense and stamps `rebilled_at`. Each
expense can only be rebilled once; Moyo Suite enforces this at the database level
so two people rebilling the same expense at the same moment can't create a
duplicate line item.

## Related

* [Billing & Invoicing](/guides/billing) — where rebilled expenses land as invoice line items
* [Team & Permissions](/guides/team-permissions) — the **Expense Approver** profile exists specifically for this workflow