Expenses

Money out that is not a bill: card charges, cash purchases, checks already written. An expense posts to the ledger the moment it is created, debiting each line's expense account and crediting the account it was paid from. The total is always derived from the line items. Requires the money_out scope.

Approval policies

If the company runs an approval policy that matches the expense, create answers 202 instead of 201, with submitted_for_approval: true and posted: false on the object. Nothing is on the ledger until an approver acts in the app. A queued expense cannot be voided; withdraw the approval request instead.

Bank feeds

An expense created through the API is not matched to any bank transaction. If the same money later arrives on a connected bank feed it appears in Review as an unmatched line, and the user matches it to this expense there. Send an Idempotency-Key on every create so a retry never books the same purchase twice.

The Expense Object

Field	Type	Description
id	string	Expense UUID
object	string	Always 'expense'
status	string	open, paid, or voided
approval_status	string	null when the expense posted directly; pending_approval, approved, or rejected when the company's approval policy routed it
posted	boolean	Whether the expense is on the ledger. False while it waits for approval
date	string	ISO 8601 date the money left the account
ref_number	string	Reference number (check number, receipt id, etc.)
payment_method	string	cash, check, credit_card, debit_card, eft, or other
currency	string	ISO currency code (e.g., USD)
total_cents	number	Total in cents
memo	string	Internal memo
payment_account_id	string	Chart account UUID the expense was paid from (bank or credit card)
party	object
line_items	string[]	Expense line items
created_at	string	ISO 8601 timestamp
updated_at	string	ISO 8601 timestamp
intercompany_account_overrides	string[]	Owed-between account choices stored on this expense (multi-entity companies; empty otherwise)

Endpoints

GET/api/v1/expenses

List expenses

Returns a paginated list of expenses for the current organization, newest first.

Path & Query Parameters

Parameter	Type	Description
status	string	Filter by status (open, paid, voided)
vendor_id	string	Filter by vendor UUID
date_from	string	Only expenses dated on or after this date (YYYY-MM-DD)
date_to	string	Only expenses dated on or before this date (YYYY-MM-DD)
search	string	Search by reference number, vendor name or memo
page	number	Page number (default 1)
per_page	number	Results per page (1-200, default 50)

POST/api/v1/expenses

Create an expense

Creates an expense and posts it to the ledger: debits each line's expense account, credits the payment account. The total is derived from the line items. The expense is not matched to any bank transaction; if the same money arrives on a bank feed it appears in Review for matching.

Body Parameters

Parameter	Type	Description
payment_account_idrequired	string	Chart account UUID the expense was paid from (bank or credit card)
date	string	Expense date (YYYY-MM-DD, defaults to today)
vendor_id	string	Vendor UUID
entity_id	string	Entity UUID the expense belongs to. A company that keeps more than one entity must name it, unless the payment account belongs to an entity (that entity is used); otherwise 422 with an entity_id error
payment_method	string	cash, check, credit_card, debit_card, eft, or other
ref_number	string	Reference number
memo	string	Internal memo
dimension_values	object	Dimension tagging (dimension_id => value_id)
prior_run	string	replace or keep. Needed when a line uses a saved split and this vendor already has documents from it this month (otherwise 422 saved_split_prior_run, listing them in error_data.documents). replace voids the earlier documents in the same transaction; keep leaves them
intercompany_account_overrides	array	Multi-entity companies: which account each automatic owed-between line uses, when the expense crosses entities. Omit to keep the current choices; an empty array resets them
line_items_attributesrequired	array	Line items (at least one)

GET/api/v1/expenses/:id

Retrieve an expense

Path & Query Parameters

Parameter	Type	Description
idrequired	string	Expense UUID

PATCH/api/v1/expenses/:id

Update an expense

Updates an expense and reposts it to the ledger. Voided expenses cannot be updated.

Path & Query Parameters

Parameter	Type	Description
idrequired	string	Expense UUID

Body Parameters

Parameter	Type	Description
payment_account_id	string	Chart account UUID the expense was paid from
date	string	Expense date (YYYY-MM-DD)
vendor_id	string	Vendor UUID
payment_method	string	cash, check, credit_card, debit_card, eft, or other
ref_number	string	Reference number
memo	string	Internal memo
dimension_values	object	Dimension tagging (dimension_id => value_id)
prior_run	string	replace or keep. Needed when a line uses a saved split and this vendor already has documents from it this month (otherwise 422 saved_split_prior_run, listing them in error_data.documents). replace voids the earlier documents in the same transaction; keep leaves them
intercompany_account_overrides	array	Multi-entity companies: which account each automatic owed-between line uses, when the expense crosses entities. Omit to keep the current choices; an empty array resets them
line_items_attributes	array	Line items. Include each line's id to edit in place (and _destroy to remove one); a set with no ids REPLACES every existing line

POST/api/v1/expenses/:id/void

Void an expense

Voids the expense and reverses its ledger entry.

Path & Query Parameters

Parameter	Type	Description
idrequired	string	Expense UUID