> ## Documentation Index
> Fetch the complete documentation index at: https://zenorent.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense Reporting

> Review credit-card transactions, attach receipts, and post approved expenses to the ledger.

The Expenses module handles the loop from "a card got swiped" to "the expense is on the books." Credit-card transactions arrive via bank feeds that sync once a day, overnight; receipts arrive from the dashboard upload. You attach, categorize, and approve — Zeno posts the ledger entry.

## The sidebar

| Item | What it does |
| - | - |
| **Dashboard** | Upload receipts; see what hasn't been processed |
| **Review** | Attach receipts, categorize, and approve |
| **Registers** | Per-account transaction ledgers |
| **My Expenses** | Your own card transactions and submission status |

Expense Reporters see only **My Expenses**. **Review** requires the Reviewer flag on top of Member or Admin — see [Admin & Settings](https://zenorent.com/docs/admin.md#users).

## Uploading receipts

On the **Dashboard**, drop a PDF or photo onto the upload area. Zeno parses vendor, amount, date, and card last-4 in the background. If a pending credit-card transaction matches, the receipt auto-attaches to it.

Receipts that don't match land in two places:

* the **Pending receipts** grid on the Dashboard
* the **Orphan receipts** carousel at the top of Review

## Reviewing a transaction

Open **Review**. Each pending credit-card transaction is one row with inline pickers for vendor, property, and category, and action buttons on the right.

Filters above the table:

* **Card picker** — one card or **All Cards**
* **Search** — payee, memo, vendor, date, amount, and OCR text on attached receipts
* **Status chips** — **All**, **Submitted**, **Needs category**, **Needs property**, **Ready to approve**, **Has match**. Counts update as you work.

To process a row:

1. Pick a category.
2. Pick a property (if applicable).
3. Attach a receipt — drag one from the orphan carousel, click **Attach** to pick, or click **N/A** if the transaction doesn't need one.
4. Click **Approve**. A balanced ledger entry posts; if Manager.io is connected, it pushes there too.

The detail panel (**Maximize** button) lets you split a transaction across properties or categories, or edit the description.

> [!TIP]
>
> The **Approve** button stays disabled until category and property are set. Hover it to see what's missing.

## Submission workflow

When a cardholder doesn't have approval rights, transactions move through a submission queue:

| Status | Meaning |
| - | - |
| **Draft** | Cardholder still working on it |
| **Submitted** | Waiting for a reviewer |
| **Sent back** | Reviewer rejected it; fix and resubmit |
| **Approved** | Posted to the ledger |

Cardholders click **Submit** instead of **Approve**. Reviewers then approve. Admins and reviewers can approve in one click and skip the submit step.

## Registers

Every bank or credit-card account in expense mode. Click an account to open its running ledger, or to reconcile against a statement.

Accounts, cardholder assignments, and bank-feed connections are managed in **Settings → Bank Feeds**. Once a cardholder is linked to a user, that user's own card transactions appear in their Review.

Statement imports (bank/credit-card PDFs) are handled from the account detail page or from **Settings → Bank Feeds**.

## Documents

Every receipt and expense file is searchable from [Document Center](https://zenorent.com/docs/workflow/document-center.md), reached from **More → Documents**. Filter it to the Expenses module to see only these.

## Roles

| Role | Access |
| - | - |
| **Admin** | Everything |
| **Member** | Full app; expense bookkeeping requires the Reviewer flag |
| **Expense Reporter** | **My Expenses** only — submits receipts and tracks status |
| **Reviewer** (flag) | Required to see **Review**; required to approve submissions |

See [Admin & Settings](https://zenorent.com/docs/admin.md#users).

## Reports

**Reports → Expenses by Property** — expense and COGS totals per property for a date range, each broken down by category.

## Troubleshooting

> **I don't see the Review tab**
>
> Review requires the Reviewer flag. Ask an admin to check your user in **Settings → Users & Permissions**.

> **My receipt didn't auto-attach**
>
> Drag it from the orphan carousel at the top of Review onto the matching row. If OCR extracted the wrong vendor or amount, correct the fields on the transaction directly.

> **Approve button is disabled**
>
> Hover it — the tooltip names what's missing (category or property).

> **Transaction not showing up**
>
> Bank feeds sync once a day, overnight. If the purchase is from today, check tomorrow morning. Check **Settings → Bank Feeds** for feed status.

> **Cardholder can't see their card**
>
> No cardholder link. An admin needs to pair the card's last-4 with the user in **Settings → Bank Feeds → \[Account] → Cardholders**.


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